The document provides a 10 step guide for planning a fundraiser to sell ice cream, including selecting a date and location, developing a marketing plan, assigning duties, ordering the ice cream products, managing finances, and following up after the event. Key steps involve confirming event details in advance, promoting to potential attendees, training volunteers, and accounting for expenses and revenues from ice cream sales. The guide aims to help organizations successfully plan and execute an ice cream fundraiser.

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