Learn how to organize a fundraiser and raise funds selling ice cream! www.ArcticExpress.net

1. How to Raise Money by Selling
Ice Cream
A guide to planning your next fundraiser

2. Step 1: Generate Timeline
Develop a timeline working backwards from your chosen date(s):
- Confirm event location
Post-Event
- Date of Event
- Develop marketing plan Leftovers
- Schedule Set-up & Clean-up Payment
- Assign Duties Order Product
- Schedule product & freezer delivery/pick-up Schedule Delivery/Pick-up
- Order food products Assign Duties
- Determine way of payment Set-up & Clean-up
- What to do with leftover ice cream
Marketing
- Post-Event
Set Date of Event
Confirm Location

3. Step 2: Find Location
Ensure location has proposed date available
Inquire about rental fees & policies
- Confirm the cost is within your budget
Requirements
- Electrical outlet for freezer
- Appropriately sized for # of attendees
- Determine if there are limited days and times to set-up / clean-up
Determine type of event
- Ice cream social with bars and cups
- Ice cream social with tubs and toppings
- Root beer float party
- Pizza party with ice cream

4. Step 3: Pick a date
Choose a date with a minimum of 3-week lead time, 2-3 months preferable
Confirm the date with your organization’s calendar
- Make sure it does not conflict with events or holidays
Ensure location has that date available

5. Step 4: Develop Marketing Plan
Add to Event Calendars
- School, organizations, company websites, social networking
Promote in newsletters [at least 2x]
- School newspapers, office e-mails, mailings
Put up posters, flyers, add Point of Sale (POS) signs, create menu boards w/prices
Maximize Social Networking
- Invite people via Evite, Facebook, Twitter, LinkedIn
- Endorse your products and events through these platforms
Hold contests or create incentives to encourage ice cream purchasing
- E.g. Reward to 6th grade for buying/selling the most root beer floats
Announce at assemblies &/or homeroom period
Work with other student organizations/departments to promote the event
Promotions? Gimmicks?

6. Step 5: Set-up & Clean-up Details
Determine date to set up
- How many days in advance to event date
- Ensure all set-up materials will be purchased/available in time to decorate
Who will help set up
- Call on volunteers at least one week in advance
- Schedule shift times
- Substitute helpers as back-up
Determine additional needs for event
- Cups, scoops, spoons, bowls, straws, toppings, napkins
NOTE: These are not provided by Arctic Express

7. Step 6: Assign Duties
Assign duties and shift times
- Marketing Team
- Set-up Team
- Clean-up Team
- Who will collect money at event
- Working event
- Scooping ice cream
- Collecting money
- Chaperones
- Any other details required
Training
- When will the training occur
- Who will train

8. Step 7: Order Details
How much ice cream
- Cream-based during winter, Ice-based during summer
- Talk to Arctic Express for advice – ask about SB12 products, low-fat options,
and equipment preference
When to order product
- At least 5 business days prior to delivery
Schedule delivery and pick-up of freezer and product
- Determine date and time
- Delivery and pick-up address
- # of freezers required
- Who will meet delivery truck
- Freezer lock required
Details of equipment location
- Power supply available? Extension cord required?
- Easily accessible and visible to attendees

9. Step 8: Accounting
Expenses and Revenues
- How much to charge for the ice cream
- Who will collect the money and provide change
- Safekeeping method during and after event
- Keep in cash box
- Turn over to principal/parent/student council
- Where does the money go after the event
Paying Arctic Express
- COD, Credit, or Invoiced
- If invoiced, need info:
- Name, Street, City, State, Zip
- Back-up contact for invoice discrepancies

10. Step 9: Leftover Ice Cream
What to do with ice cream that is remaining after the event?
- Give away to volunteers
- Donate to the needy
- Keep and sell at future fundraiser

11. Step 10: Post-Event
Send thank you cards to:
- Volunteers
- Sponsors
- Vendors
- Venue
- Other supporters
Share the Experience
- Post pictures online (Facebook, website, etc.)
- Write up a newsletter/email informing attendees of how successful
the fundraiser was – include how much money was earned
Schedule your next fundraiser
- Contact Chelsea Hunt (925-457-3240) at Arctic Express to get started

12. Good Luck!
Please contact Arctic Express with any questions.
ChelseaH@ArcticExpress.net
925-457-3240