If there’s a local event that you’re aware of, ask the organizers if you can set up an ice cream stand. Some places to inquire are craft fairs, church meals, company picnics, flea markets, and various events held at your local parks. Many places will welcome the refreshment and you’ll be able to raise some money. It never hurts to ask.
You might also want to hold your own event. ‘Ice Cream Festivals’ are popping up all over North America and Europe. The focus is not necessarily the ice cream. Set up games and contests for participants, awarding prizes for winners. You may want to sell tickets to the event, both beforehand and at the door. You can also charge for food, ice cream, and certain games. Make it fun for everyone, and make sure you advertise your event.
In either case, you’ll need to do some planning beforehand. Start by determining how much money you need to raise. The goal is always to raise as much money as possible while spending very little. If you spend too much on your fundraiser, you are less likely to raise the money you need. Settle on your budget early on, and stick to it.
Ask yourself who your target customers are. This will likely be determined by where and when you are hosting your ice cream fundraiser. You’ll want to price your ice cream accordingly. People roaming about a park will probably have less money on hand than those at a swanky party. Consider this when pricing your ice cream. The goal is to sell, after all.
Think about advertising early in the planning stages. If no one knows about your event, no one will come. Put up flyers, run ads in local papers, and submit your event to community or church bulletin boards. Start advertising as soon as you have organized the details of the event so that people can book the date and attend. Otherwise you’ll have a great many people who want to come but can’t.
Determine what types and flavors of ice cream you’ll want to offer then start contacting companies. Many ice cream producers and distributors have fundraising programs, and these are usually your best bet. You could opt to purchase your ice cream from retailers, but you probably won’t get as good a deal. Having to pay the extra money will cut into your profit margin.
You’ll need to rent some equipment for your event. Freezers to keep the ice cream cold, scoops, and bowls and spoons (though most fundraisers use disposables) will all be necessary. If you’d like to offer soft ice cream, you’ll have to rent soft ice cream makers. These aren’t cheap, but if you think you’ll have enough customers, it might be worth a try. Keep in mind that you’ll risk not make enough money to justify your event. On the other hand, your event might be successful enough to repeat. Just remember that the more money you put into the event, the greater the chance that you won’t raise the money you’re looking for.
Don’t be afraid to ask for donations, especially if you’re hosting your own event. Many companies and stores are more than willing to donate for prizes. You might even be able to talk your suppliers into providing most or all of their product for free. It never hurts to ask, and you might save yourself a lot of money.
The bottom line of any fundraiser is always money. Look for donations, recruit volunteers, and even ask for free advertising from local vendors and newspapers. The less money you spend, the more you’ll have for your organization’s funds. With that in mind, don’t be too cheap. Offer a quality event and you’ll be sure to make the money you need.
