Appendices

Fund Raiser Activity Plan

Fundraiser Proposal

: Sweet Box Sale for Preschool AC Unit Repair

Objective: To raise funds for the repair of the air conditioning unit in the preschool classroom to ensure a comfortable learning environment for the children of Agape Christian Academy

Comprehensive Plan

1. Initial Meeting with Administrator & Staff

Date: 6th February 2025

Attendees: Preschool administrator- Mrs Kathleen Clarke, staff members - Miss Kerin and Miss Shawnelle and Debbie-ann Lynch.

Minutes of Meeting Highlights: 25 minutes

Meeting Discussion-

Identified the need to fix or replace the broken AC unit.
Discussed fundraising options and agreed on a sweet box fundraiser.
Assigned responsibilities (everything will be bought).
Set a fundraising goal based on the estimated cost of the AC repair.

Reason for Fundraiser: Agape Christian Academy AC unit has broken down,and as such most days classes are held outside. With rising temperatures, the air conditioner must be fixed as soon as possible,to maintain a conducive atmosphere for learning. Children are easily distracted by passing trucks or cars while classes are being taught outside. It is also important to maintain a conducive atmosphere for learning. The estimated repair cost is outlined below.

Cost Breakdown:

Diagnostic and Service Fee: $500
Parts Replacement (Compressor and Filters): $1200
Labor Charges: $500
Miscellaneous Costs (Tax, Transportation, and Additional Repairs): $300
Total Estimated Cost: $2500

Sweet Box Details:

Each box will include a mix of cookies, sweet bread, banana bread, sandwiches and chocolate.
Selling price per box: $40
Estimated number of boxes to sell: 90

Pricing & Revenue Goals:

Selling Price Per Sweetbox: $40
Estimated Number of Sweetboxes to Sell: 90
Projected Revenue: $3600
Fundraising Goal: $2500
Projected Profit: $ 3600-$ 1100 (overhead cost) = $2500

Marketing Strategy:

Flyers & Posters: Distribute and post around the community, school, and social media.
Pre-Orders: Accept pre-orders to estimate demand and avoid waste.
Social Media Promotion: Post on Facebook, Instagram, and WhatsApp groups.
Word-of-Mouth: Encourage community members, friends, and family to spread the word.
Event Day Signage: Have visible banners and signs directing people to the selling location.

Timeline:

Promotion Begins: 1st March 2025
Pre-orders Start: 14th March 2025
Baking and Packaging: 20th March 2025
Sales and Distribution: 21st March 2025
Funds Submission and AC Repair Booking: April 1st 2025

People who helped or contributed to the sweet box sale

This fundraiser was planned and executed by me with the help of my family and friends. My school supervisor did not provide much help, she did post the flyer for the sweet box sale and informed the parents. The preparation, baking and packing of the boxes was done by me and my family.

Challenges encountered

One of the challenges I encountered while planning and implementing the fundraiser was the lack of support from my school supervisor. Despite my efforts to organise the event to benefit the preschool, I faced resistance and limited guidance, which required me to independently navigate logistical and organizational obstacles. This made certain aspects of the process, such as securing approval and coordinating logistics, more difficult than expected.

Lessons Learned

From this experience, I learned the importance of adaptability and perseverance when faced with obstacles. I also developed stronger problem-solving skills by finding alternative ways to move forward without the expected support. I also realized the value of clear communication and advocacy when proposing new ideas in an organization.