How to throw a successful fundraiser: Students raise $15,000 to fund their board review

Fundraising plays a crucial role in supporting educational programs and providing opportunities for students. The dental hygiene students at Westmoreland County Community College in Youngwood, Pennsylvania, demonstrated how a well-executed fundraising event can make a significant impact.

As student members of the American Dental Hygienists' Association, they worked with their advisor, Amanda Kundrod, to organize the event. Hosting a cash bash, they raised $15,000 in net income that directly funded their board review. Here are 10 steps for planning a successful fundraiser.

Step 1: Establish clear goals and objectives

Before diving into the logistics of the fundraiser, the students set clear goals. Their primary objective was to cover essential expenses for all 19 students to attend a comprehensive board review, including travel and hotel. They selected Dental Hygiene Seminars in Columbus, Ohio, for their board review program due to its proximity to the college and compatibility with their clinic schedule.

Step 2: Choose the right fundraising event

Based on experience, Amanda recommended a "bash" style fundraiser due to its low overhead, flexibility in planning, and potential for substantial revenue. After careful consideration, the students selected a cash bash. Attendees purchase tickets for a chance to win cash prizes through drawings held throughout the afternoon, with prize amounts increasing over time.

To enhance the experience, students held additional activities, including a silent auction, basket raffles, bake sale, beverage sale, 50/50 raffles, and pull-tab games. This not only offered entertainment but also fostered community engagement.

Step 3: Secure institutional support for fundraiser

It is key to ensure support from the program director and college administrators. The college's educational foundation secured a Small Games of Chance license, which is required under Pennsylvania law. This license is available to eligible nonprofit organizations and comes with stringent rules, guidelines, and regulations. 

As part of this process, the advisor had to obtain permission to initiate the planning phase, as well as undergo periodic reviews of ticket design, event logistics, and additional raffles to be conducted during the event.

Step 4: Form a planning committee

The success of any fundraiser depends largely on effective teamwork. Initially, the students encountered challenges in defining clear roles and responsibilities. To address this, the advisor appointed the student officers to lead five committees, with specific duties assigned to each member.

The leadership roles encompassed overseeing areas such as event logistics and volunteer coordination (president and vice president), sponsorship outreach and prize procurement (public relations), ticket development and financial management (treasurer), and documentation organization (secretary). Each student leader selected committee members from their 14 remaining classmates.

Step 5: Secure a venue and set a date

Selecting the right venue is key to minimizing cost and maximizing attendance. The committee chose a local banquet hall that comfortably accommodated the number of expected guests. Factors such as parking, accessibility, and catering were taken into consideration. Thoroughly reviewing the hall contract enabled us to secure the appropriate pricing, as the rent was offered at a 50% discount for nonprofit organizations.

Choosing a good date was also important. We selected a Saturday afternoon in November to avoid conflicts with the holidays and other community events and get maximum participation.

Step 6:  Develop a budget and secure sponsorships

A shared spreadsheet was developed to ensure financial transparency and facilitate responsible planning. Expenses, including venue rental, catering, cash prizes, marketing materials, and event decorations, were meticulously documented. Through local sponsors using visually engaging promotional materials and sponsorship forms, the group minimized costs and maximized net income.

Step 7: Promote the event

Effective promotion generated interest and drove ticket sales. The students found the most success through social media to reach a broad audience. Additionally, they displayed flyers and sponsorship brochures in the dental hygiene clinic's reception area and at local businesses. The flyers highlighted details about the cash bash event and had a contact number for purchasing tickets.

Step 8: Sell tickets

Ticket sales served as the primary source of revenue for the event. They were priced at $30 in advance and $35 at the door, and offered attendees the chance to win up to $3,300 in cash prizes, as well as enjoy a catered meal. With only 400 tickets available, each student was tasked with selling 18 tickets to ensure substantial attendance. 

Step 9: Plan event logistics

The cash bash was organized to offer a seamless experience for attendees. Key elements included:

• Registration table: Volunteers welcomed guests and checked tickets.
• Decorations and sponsorship appreciation: The tables were thoughtfully arranged, with prominent acknowledgments of the sponsors displayed on each table. Additionally, one student’s family provided t-shirts for all student and faculty volunteers that featured a list of sponsors on the back.
• Raffles and side games: Additional fundraising opportunities, such as basket raffles, 50/50 drawings, silent auctions, and pull-tab tickets, were incorporated to increase revenue.
• Entertainment: A student DJ provided music, while an emcee kept the energy high and announced winners throughout the event.
• Refreshments: A catered meal service, delivered by our first-year dental hygiene student volunteers, added to the festive atmosphere. In addition, baked goods and beverages were available for purchase.

Step 10: Celebrate and show gratitude

After the busy and stressful preparations, the students, faculty, and administration came together to fully enjoy the celebration of the cash bash event. While organizing an event of this scale comes with challenges, the students put any setbacks behind them and embraced the joy of their accomplishments. Surrounded by friends, family, and the community, the students celebrated the success of their hard work with pride and gratitude.

A reflection on success

The success of the cash bash had a significant and far-reaching impact on the Westmoreland College community. The $15,000 generated truly benefited the students, covering all expenses for the essential board review course, travel, and hotel accommodations for every student in the class. They turned their vision into victory. Remaining proceeds will be directed toward meaningful community outreach initiatives to further enhance the college’s commitment to service.

The success of the cash bash provided immediate support for the students and reinforced the college’s dedication to community engagement. It serves as an example of how strategic planning, collaboration, and community support can result in a successful fundraising effort. By following these 10 steps, other organizations can replicate this success and create lasting, positive impacts in their communities.

Editor's note: This article appeared in the June 2025 print edition of RDH magazine. Dental hygienists in North America are eligible for a complimentary print subscription. Sign up here.