The holiday season is a time for giving, and for many Parent-Teacher Organizations (PTOs), it’s also an opportunity to raise funds for school programs and activities. One popular and festive way to do this is by hosting a Santa Shop fundraiser, a holiday shopping event where students can buy affordable gifts for their family and friends.
The Santa Shop is our PTO's second biggest fundraiser each year, but it's also the most time consuming and requires the most volunteers. It's worth it, though, but you'll want to plan months (or a year) in advance.
Here’s how to organize and plan a successful PTO Santa Shop for your school.
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1. Plan the Event
Choose a date or dates close to the holidays, ensuring it's convenient for families. The event could take place during school hours for students to shop or after school for families. Consider hosting it over multiple days to give everyone flexibility.
You'll also want to consider the event's location when choosing dates. Secure a location within the school, such as the gym, library, or a classroom. You'll want a space big enough for tables, decorations, and a shopping area, but you can make it work in a small space, too.
You'll also want to decide if it's a one-day or multi-day event. A multi-day event can provide more opportunities for students and families to participate.
2. Budget and Fundraising Goals
Determine the budget for the event, including the costs for supplies, decorations, and inventory. You'll want to sell the items for an amount that will earn a profit - we look for deals all throughout the year so we can offer awesome gifts for only $2 each.
Don't forget to set fundraising goals for the event. The money raised can be designated for a specific cause, such as new playground equipment, classroom supplies, or a school field trip.
3. Organize the Inventory
You'll need to have items to sell at the event, and organization is key to knowing what you have and being able to quickly set up.
Shop for Items
Purchase affordable, kid-friendly gifts perfect for holiday giving. We often get these items on clearance so we can sell better items at our price point. Another favorite is ordering items in bulk on Amazon, watching for things to go on sale. Dollar Tree also has some of our favorite items.
Typing "bulk stocking stuffers" or "bulk party favors" sometimes helps, but be creative with what you search for to get unique results.
Popular items include:
Price Items
Set clear price points to help students shop within a budget. Consider offering gifts in different price ranges, such as $1–$5, $6–$10, and $11–$15.
Our PTO sells everything for $2. This makes it affordable and eases confusion for student and volunteers.
Gift Wrapping
Set up a gift-wrapping station where items can be wrapped for students or parents. This can be done by volunteers or with pre-wrapped options. We buy tissue paper in bulk from U-Line and quickly wrap the gifts, adding ribbon when we have it and there's time for it. The wrapping isn't the prettiest, but it's efficient.
4. Recruit Volunteers
Recruit volunteers to help with setup, stocking items, assisting children with their shopping, and wrapping gifts. Volunteers can also help with managing the checkout process, keeping the shop organized, and ensuring safety. Having enough volunteers and make or break your event, so put lots of time and effort into this step.
5. Set Up the Santa Shop
You can set up the Santa Holiday Shop however you want. It can be simple, or you can go all out with decorations. You'll want to make sure you display all of your products and have an organized checkout area. It's easiest to display your products in sections, like toys, crafts, women, men, pets, etc.
You'll also need an organized checkout area. Our checkout and wrapping station is the same, so we need change, scissors, tape, paper, and other necessities at each space.
6. Promote the Event
Spread the word by sending flyers or letters home to inform parents and students about the event. Utilize newsletters and social media to generate excitement. You could also add a fun element, like a visit from Santa Claus or a holiday-themed photo booth, to make the event even more special.
We not only write a letter, but we also send home a shopping list where parents can write who their students can buy for and what each persons' interests are. We also include gift tags that students should fill out before the event.
7. Shopping Day Procedure
Once the shopping begins, you won't have much time to think. It can be an incredibly busy event. Consider pairing younger students with a volunteer to help them shop and make decisions. Otherwise, you might end up with children grabbing more items than they have money for, or only choosing things for themselves instead of those on their list.
Encourage students to shop within a set budget and choose gifts for family members, such as parents, siblings, or grandparents. You can set a maximum amount for students to spend to ensure the experience remains affordable and fair.
Ensure a smooth and quick checkout process. Have enough cash on hand for change and consider using a simple payment tracking system to avoid confusion.
8. Wrap Up and Thank You
After the event, take time to thank all volunteers and attendees for their participation. Consider sending thank-you notes home with students or posting appreciation messages on social media to acknowledge everyone’s contributions.
9. Evaluate the Event
After the event, take the time to evaluate what went well and what could be improved for future years. Gather feedback from volunteers, students, and parents to refine the process and make the event even better next time.
Benefits of a Santa Shop
A Santa Shop provides numerous benefits for both students and the school community:
Empowering Children: Students get to choose gifts on their own, which teaches them valuable lessons about budgeting, decision-making, and gift-giving.
Boosting School Spirit: The Santa Shop creates excitement and a sense of community as students, parents, and teachers come together for a fun and festive event.
Fundraising for the PTO: In addition to spreading holiday cheer, the event raises money for important school initiatives, such as field trips, extracurricular programs, and new equipment.
Encouraging Giving: Shopping for family members teaches students about generosity and the thoughtfulness that goes into gift-giving, enhancing their understanding of the holiday season's true spirit.
Recap: PTO Holiday Shop Fundraiser
A PTO Santa Shop fundraiser is a festive, successful, and meaningful event that brings the school community together while raising funds for future initiatives. With careful planning, strong volunteer support, and a little holiday magic, your Santa Shop can become a beloved tradition that strengthens the spirit of generosity and holiday cheer within your school. Happy holidays and happy shopping!