Succession Planning for PTOs: How to Pass the Baton Smoothly

By Renee Zau, Co-founder of DonationMatch

Each year, Parent Teacher Organizations (PTOs and similar groups, such as PTAs, PTSAs, HSAs, Boosters, Friends of, Clubs, Sororities, Fraternities, & Education Foundations) see new volunteers step up to lead. While this infusion of energy is exciting, it can also mean that valuable knowledge and access to critical tools and resources are at risk of being lost if there's no proper succession plan in place.

Too often, each year, we at DonationMatch encounter volunteers creating new accounts for an organization because the previous account wasn't handed off correctly. This results in unnecessary extra work and delays—particularly when it's difficult to verify new volunteers.

Succession planning, both online and offline, is essential for maintaining continuity, ensuring that communication, finances, and programming run smoothly during leadership transitions. It promotes efficiency by equipping new leaders with the tools and knowledge they need to be effective from day one. Additionally, it enhances security by safeguarding access to critical systems and protecting sensitive information.

To ensure your PTO continues running smoothly year after year, it’s essential to have a comprehensive plan for passing down information and access to digital and financial assets. Here are some simple tips and a handy checklist of what to pass on to the next team.

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What to include in a PTO Succession Plan:

✅ 1. Organizational Knowledge

• Bylaws and meeting minutes

• Year-at-a-glance calendar of events

• Volunteer and committee structure

• Annual reports or summaries

• Notes or tips from outgoing officers, including any unofficial duties or helpful habits

• Receipts or lists of key assets and equipment in storage

• Event vendor lists and lessons learned from past events

✅ 2. Financial Records

• Annual budgets and financial reports

• Bank account access info (or instructions for authorized access change)

• Tax ID number and nonprofit status documentation, including the next due dates of annual filings

• State registration information, including the next due dates of state filings and payments

• Previous year’s fundraising totals and expenses

• Payment processor login (e.g., PayPal, Square, Stripe)

• Receipts, invoices, and reimbursement forms

• Contact info for accountants or bookkeepers

✅ 3. Digital Accounts & Logins

Create a shared and secure master document or password manager (like LastPass, 1Password, or Google Password Manager) that includes:

• Website admin login and hosting provider credentials

• PTO email account(s) and recovery options

• Social media logins (Facebook, Instagram, Twitter, etc.)

• Fundraising platforms (e.g., MemberHub, Cheddar Up)

• Payment processing platforms (PayPal, Stripe, etc.)

• School key employee directory or contact management tools

• Google Drive/OneDrive login and key document links

✅ 4. Communication Channels

• Access to email marketing tools (e.g., Mailchimp, Constant Contact)

• Contact lists for families, volunteers, and staff

• Access to asset creation tools (e.g., Canva)

• Templates for newsletters, flyers, and event invitations

• Key email threads and communication history with school admins

✅ 5. Partner & Sponsor Information

• List of past and current sponsors/donors

• Contact info and notes on relationships (who to contact, when, and how)

• Past donation request letters and thank-you templates

• In-kind donation details and restrictions

• DonationMatch, Benevity, and other corporate giving platform logins

✅ 6. Software & Tools

Make sure new leaders have access to:

• PTO management software (e.g., MemberHub, PTOffice, Konstella)

• Event registration/ticketing software (Eventbrite, SignupGenius)

• Fundraising platforms and tools

• Survey tools (Google Forms, SurveyMonkey)

• Document storage/sharing tools (Google Drive, Dropbox)

✅ 7. Legal & Compliance

• Insurance policy documents and renewal dates

• State nonprofit registration documents (e.g. Articles of Incorporation, Secretary of State, State Attorney General’s Office, Franchise Tax Board, etc.)

• IRS Letter of Determination, filings, and tax return copies (Form 990)

• Background check policy and vendor details, if applicable

✅ 8. ORGANIZATION-SPECIFIC DETAILS TO PASS DOWN

Every PTO is unique, and some of the most valuable knowledge isn't written down—it's passed on. Be sure to include the following often-overlooked details to help the next team avoid starting from scratch:

• Event schedules, timelines, and planning checklists specific to your school’s traditions

• Preferred vendors and suppliers, including where to buy materials, school merchandise, or food—plus any known discounts or tax-exempt processes

• Expert or pro bono volunteers in your community (e.g., graphic designers, photographers, accountants) who’ve supported the PTO in the past

• Facility usage info, like how to reserve the gym, cafeteria, or parking lot for events

• Contacts and relationships with school staff, custodians, and local businesses that support events or donate regularly

• Tech quirks and workarounds for commonly used platforms or school-specific systems

• Storage locations, keys, and access info for physical supplies, decorations, or inventory used year-to-year

• Annual event feedback or notes to capture what worked and what didn’t

Capturing and sharing these insider tips can save the new team hours of guesswork and keep your PTO running smoothly.

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for a Smooth Transition,

• Schedule an overlap period or transition meeting between outgoing and incoming officers.

• Conduct a walkthrough of each system or tool being transferred.

• Set up role-based email addresses (e.g., president@ourPTO.org) that can be easily forwarded or reassigned to new officers each year.

• Update PTO contact information and addresses on all accounts.

• Host a shared-drive cleanup and organization session.

• Encourage outgoing leaders to write "how-to" guides for their roles.

• Store all documentation in one centralized, easily accessible place.

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Succession planning may not be the most glamorous part of volunteering, but it’s one of the most important. Taking the time to organize your organization’s knowledge and tools ensures that next year’s volunteers—and the students and school you serve—are set up for success.

By using this checklist and making intentional plans, you can build a lasting legacy of strong leadership and effective support.

Don’t forget to share this list with your board and team!

4 Smart Strategies to Prevent School Fundraising Fatigue

Guest post by Read-a-Thon

Your school is constantly looking for new ways to improve student education. Whether you’re upgrading classroom technology or expanding your library, it’s easy to get excited about all of the new benefits your students will be able to enjoy. However, to secure the necessary funding to carry out these improvements, you need to spread this excitement to the rest of your school community.

Students, their families, and teachers may care deeply about your school’s success, but over time, they may become overwhelmed or burned out by all of your fundraising activities.

Fortunately, school fundraising fatigue is only a possibility—not an eventuality.

By adjusting your approach and taking proactive steps to engage your community, your school can maintain enthusiasm from one fundraiser to the next. Let’s explore four strategies that will set you up for success.

1. Vary and space out your fundraisers

Imagine this: A family member invites you and several other guests to an escape room to celebrate their birthday. You all have a blast finding clues and solving the puzzles together, raving about the experience long after it ends. However, next year’s birthday celebration is at the same escape room. The year after that? The same escape room. While you’re happy to spend time with your family, you’re tired of completing the same puzzles over and over again.

Fundraising is no different. If you host an identical event every year, the novelty will wear off, and engagement will decline.

Instead, stay on the lookout for interesting new ideas to incorporate into your calendar, such as:

• Auctions

• Talent shows

• Trivia nights

• Costume contests

• Sports tournaments

• Petting zoos

If your school organizes a highly popular fundraising event every year, this doesn’t mean you have to put an end to it. Let’s say that you host a Read-A-Thon every March to celebrate Read Across America, and your community loves rallying to support student literacy. Simply add an engaging theme to bring something new to each event. For example, one year, you could choose a “Time Travel” theme and challenge students to read stories set in the past or future.

2. Incorporate easy, passive fundraising

Your students, teachers, donors, and volunteers likely don’t live and breathe school fundraising—and that’s perfectly understandable! Sometimes, busy schedules and other priorities make it challenging for them to fully engage in your fundraising efforts.

Through low-pressure, passive fundraising options, you make it easy for your community to show their support without sacrificing a bunch of time and energy. Some easy and popular ideas to consider include:

• Online shopping fundraisers. Students and their families already shop for groceries, household items, and more. An online shopping fundraiser provides an effortless way for them to support your school while doing so. Sign up with an online shopping platform and encourage families to download the browser extension or app. Whenever they purchase from a participating retailer, you’ll automatically receive a portion of the sales.

• eCards. Find an eCard platform and create various designs for birthday greetings, holiday wishes, thank-you messages, and graduation celebrations. You can then embed them on your school website for community members to purchase and send to one another throughout the year. 

• Matching gifts. According to Double the Donation, companies donate $2-3 billion to nonprofits and schools annually through matching gift programs. When eligible employees donate to your school, their company will match that donation at a 1:1 ratio or higher. These programs double the impact of donations without asking donors to give more.

• Online merchandise sales. Boost school spirit by designing branded t-shirts, hoodies, hats, and more to sell online. This way, community members can support your school and receive a high-quality product in return! You can even engage students in the design process by having them submit and vote on artwork that you can print on your merchandise.

Plus, you can keep all of these fundraisers open year-round to build consistent, low-effort revenue streams for your school’s initiatives and projects.

3. Use stories to illustrate the impact of donations

Whether you’re setting up an online crowdfunding campaign or planning a field day, it takes more than an interesting fundraising concept to keep donors engaged and convince those who are on the fence to get involved.

When you purchase something for yourself, you expect to receive a product in exchange for your money. Your school’s donors may not expect to gain anything in return, but they do expect something. Rather than watching their donation simply disappear, they want to see it make an actual difference to students. With this in mind, remember to focus on the impact of donations in your marketing materials and post-fundraiser follow-ups.

For example, if you’re hosting a library fundraiser to expand your book collection, you might share the story of a student who struggled with low self-esteem and academic performance after switching schools. Through spending more time in the library, they discovered a love for reading that inspired them to study harder and helped them bond with fellow book lovers. You could point out that as donors help you update your library collection, you can appeal to more diverse reading interests and help more students find a sense of belonging at school.

Obtain permission from students and their guardians before sharing specific names, images, or details to respect their comfort and privacy.

4. Motivate students with fundraising prizes

Sometimes, students need an extra incentive to actively participate in your fundraiser and rally support from their friends and family. To add a sense of excitement and friendly competition to your next fundraiser, award prizes to students or classes that raise the most money.

Read-A-Thon’s list of school fundraiser prizes covers some of the most popular ideas for students, including:

• School supplies

• Homework passes

• Extended recess

• Class parties

• School spirit items

• Pie a teacher

When you first announce your school’s fundraiser, explain how you’ll award prizes to the top-performing students or classes that participate. Then, in marketing messages and social media posts, gradually reveal prizes to build anticipation and shout out the students or classes that are closest to winning them. By incorporating a variety of prizes into each fundraiser you organize, you ensure that there is always something new that excites your students!

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Whenever you wrap up a fundraiser, remember to thank everyone who contributed—from students to donors to volunteers. Taking the time to express your sincere appreciation can go a long way toward reinforcing and maintaining the support your school receives.
And, if you suspect that people are succumbing to fundraising fatigue, don’t be afraid to ask for their input. Send out a survey to learn how you can better align your fundraising strategy with your community’s needs, expectations, preferences, and interests. By staying tuned into how engagement rises and falls, you can continually make adjustments so that each fundraiser is better than the last!

3 School Fundraising Ideas to Save Money and Boost Your ROI

Guest post from OneCause

Your school needs a reliable flow of revenue to enrich your students’ academic and extracurricular experiences at your institution. By tapping into fundraising, you can expand your bottom line, empowering your school to invest in new facilities, enhance educational programs, fund field trips, and meet other existing needs. 

But, like most schools and school-related organizations, you’re likely working with a tight budget and don’t have a lot to spend on lavish fundraising events. This might leave you wondering: what fundraising ideas are the most effective for both saving money and increasing profit? 

In this guide, we’ll cover the top three school fundraising ideas to cut costs and maximize earnings. As you read through this list, consider your school’s community and which type of fundraiser would make them the most excited to give. 

1. Auctions

Auctions are one of the most flexible fundraising ideas and can be shaped to fit your school’s exact needs and budget. When executed with careful planning, these events have the power to produce a massive ROI. If you’re thinking of adding an auction to your school’s fundraising agenda, follow these important planning steps: 

Choose the type of auction you’ll host

When you think of an auction, your mind might immediately jump to an image of an auctioneer announcing bids and participants raising paddles. This is a live auction, which can take place either online or in-person, and creates a dynamic and high-energy environment that is sure to enthrall your audience. 

Your school can also choose to host a silent auction, which involves setting up tables of items and packages for guests to bid on using paper bids or their smartphones with the help of mobile bidding software. If an in-person event isn’t feasible, your auction can be done completely online to reduce overhead costs, or you might even host a hybrid auction (taking bids online during an in-person event) for the opportunity to engage two audiences at the same time, bringing in more bids! 

Invest in comprehensive technology

Auctions have plenty of moving parts, and without the right tools, it can quickly become overwhelming for any fundraising team to handle. The OneCause guide to silent auction software recommends investing in a solution with these key features:

• Event management: Leverage your platform to seamlessly sell tickets, manage registrations and RSVPs, provide contactless check-in and check-out, and create a well-designed event site in just a few moments. 

• Mobile bidding: Whether you’re hosting a live or silent auction, mobile bidding makes getting in on the bidding action simpler and more rewarding. 

• Item and package management: The right auction software will equip you to easily track the status of your item procurement efforts and customize starting bids and minimum raises. 

• Gamification: Infuse healthy competition into the bidding process by adding a fundraising thermometer to your event microsite and displaying scoreboards with the top bidders.

The best fundraising software won’t just make it easy to host live or silent auctions; it’ll empower your school to host all kinds of events—from peer-to-peer walk-a-thons and galas to text fundraisers. As you research options, prioritize investing in an all-in-one solution so you can maximize your ROI. 

Market your auction 

Your school’s community can’t attend your event if they don’t know it’s happening! Take a multichannel marketing approach to increase touchpoints with as many supporters as possible and keep your auction top of mind. 

For example, you might use the following channels to promote your auction event site and boost registrations: 

• Social media 

• Your website’s blog

• Your school’s ambassadors

• Email newsletters

Keep in mind that your school’s students can also support your marketing efforts! Send them home with well-designed flyers that explain the purpose of your auction and how the funds will be used to enhance your students’ academic experiences. This way, you can easily broadcast your event to your students’ parents or guardians. 

2. Peer-to-peer walkathon

If you’re looking for a school fundraising idea that will get your students involved in the action and will appeal to all age groups, look no further than a peer-to-peer walkathon! Walkathons are easily adaptable events that can fit all budget types, and by adding a peer-to-peer element, you can accelerate giving while encouraging students to play a rewarding role in your fundraiser. 

To make your peer-to-peer walkathon a success and keep costs down, use these tips: 

Organize a walking route on your school’s campus

One of the best parts of planning a walkathon is it can take place anywhere! Some ideal locations where you can host a walkathon right on your school’s campus include:

• The track

• Sports fields

• Indoor gymnasium

• Around the perimeter of your school

Hosting your walkathon at school takes away the hassle of having to reserve an area of your local park or other venue and any additional costs associated with this. Keep in mind that you can also take your walkathon online and encourage students to meet their walking goals on their own or with friends or family. 

Train students on peer-to-peer fundraising best practices

To raise as much money as possible from your peer-to-peer walkathon, you’ll want all hands on deck. Prepare your students to step into their fundraising roles with confidence by: 

• Explaining how to create a personal fundraising page with the help of your peer-to-peer fundraising software.

• Encouraging students to set a personal or class-wide fundraising goal that is ambitious yet reasonable.

• Covering best practices to meet these goals, such as asking neighbors, friends, and family members to make a pledge or donate.

This is not just a great opportunity to raise more money for your school; it also teaches your students invaluable leadership skills that will benefit them down the line! 

Generate a creative theme

To incentivize all of your students to take part in your walkathon, you need a compelling theme that will set the tone for your event and create excitement. 

For example, if you’re hosting a year-end walkathon, you might challenge your participants to dress up like their favorite holiday movie character. Or, add your walkathon to a pajama day fundraiser where students donate a small amount to wear PJ’s all day long!

Then, use cost-effective strategies to integrate your theme seamlessly into your event. For instance, you might have students or staff create decorations using art supplies you already have. 

3. Text-to-give

Your school’s community members lead busy lives, and chances are, they might not always have a few minutes to sit down at the nearest computer and donate to your institution. Simplify the fundraising process by making mobile giving a possibility! 

According to 360MatchPro’s fundraising statistics, mobile users made up 33% of online donation transactions last year. By incorporating text-to-give into your school’s fundraising strategy, you can make donating more convenient and rewarding, resulting in greater earnings.

Use these best practices to get started with text-to-give:

• Work with the right text-to-give software so you can easily send communications and donation appeals to your school’s community year-round in advance of fundraising deadlines. Your supporters should be able to click on a mobile-friendly version of your donation page and give a gift in just moments. 

• Create a clear call to action to give in your texts and include the reason you’re asking for gifts and how they’ll make an impact. For example, you might write “Donate by midnight tonight to help fund the purchase of new computers! With your support, our students will gain access to cutting-edge technology in the classroom, helping them to advance academically.” 

• Couple text-to-give with your fundraising events to maximize funding. For instance, if you’re hosting a silent auction, you might ask parents and community members to donate ahead of the event so you can make early headway on your fundraising goal. Plus, text-to-give is a great alternative for donors who can’t attend your auction or aren’t interested in bidding. 

Regularly check in on metrics, like conversion rate, so you can assess the effectiveness of your text-to-give appeals and make changes as needed to your strategy. You can also survey your supporters directly to learn more about their communication preferences and what they want to hear from your school. 

Wrapping Up

There are many fundraising ideas available to your school, but not all of them are the most efficient use of your funds. Use one or a combination of these cost-saving ideas to increase your fundraising potential, engage your school’s community, and enhance your institution for students and staff alike. Then, make sure to acknowledge your donors and thank them for their contributions! 

The preceding post was provided by a guest author unaffiliated with DonationMatch. The views expressed within do not directly reflect the thoughts or opinions of DonationMatch.

School Fundraising Ideas to Engage Parents: A Mini Guide

Getting parents involved in any school fundraiser can be a challenge. That’s why staying on the ball with fresh, exciting fundraising ideas throughout the year is a surefire way to engage parents. In this mini-guide, we’ll explore how to pick the right idea for your school and share a few of our favorites:

• Tips for Selecting School Fundraising Ideas Parents Will Love

• School Fundraising Idea 1: School Auction

• School Fundraising Idea 2: Read-a-thon

• School Fundraising Idea 3: Talent Show

Parental involvement is essential, especially for elementary school fundraisers. Parents can motivate their kids to participate by helping them choose a costume for a costume fundraiser or by encouraging them to participate in their school’s fun run. 

When planning school fundraisers, the key is to think like a parent. Let’s explore what that looks like in more detail in the next section. 

Tips for Selecting School Fundraising Ideas Parents Will Love

Aim for family-friendliness when weighing your fundraising options. Think about which ideas will generate the most parental involvement, and finalize your fundraising idea list by asking the following questions: 

• Is it relevant? To generate maximum excitement and participation, your school fundraising idea should be relevant to both parents’ and your school’s interests and values. This could mean selecting an idea to further a cause that resonates with the community, like partnering with a local food bank to host a canned food drive.  

• Is it accessible? Parents have busy schedules. If your fundraiser relies on their involvement, make sure they can access pertinent information quickly. This could mean including your fundraiser’s program details, dates, and ways to participate on your school’s website. Additionally, add an email or phone number for a member of your school’s staff who parents can contact if they have any questions. 

• Is it inclusive? School fundraisers should be inclusive to every family, regardless of background or financial situation. To ensure inclusivity, offer multiple ways for families to participate through volunteer opportunities, including methods for participating online.

The final step to predicting your fundraiser’s success is to compare it with previous events. How have families responded to previous fundraising campaigns? What sort of events or causes do they feel passionate about? 

To get you started, we’ve provided a brief list of fundraising ideas to try out.

School Fundraising Idea 1: School Auction

Live and silent auctions are flexible fundraising events that are known for generating revenue and building excitement. As a school, you have several options for hosting an auction. You can host your auction live, online, or through hybrid means. 

Auctions may seem to be complicated, involved fundraisers - and they can be! But you don’t have to start with a big event. If you’ve never done an auction fundraiser before, SchoolAuction.net suggests starting with an online silent auction your first year. These are easy to bring together, especially if you select a software platform designed for schools.  When looking, however, realize that you’ll want to grow your event over time - so select an online auction platform that can grow with you as your auction gets bigger and more successful.

Why Parents Love Them

School auctions are a parent favorite for several reasons. Firstly, they are typically planned with parental preferences in mind as the procured auction items are selected with your school’s community in consideration. Additionally, Double the Donation recommends that your school pairs a live auction with a parent dinner which can be promoted as a fun, date-night event complete with a decorated venue and booked entertainment. 

School Fundraising Idea 2: Read-a-thon

Read-a-thons kill two birds with one stone: promoting student learning and fundraising. They are simple fundraisers where students collect pledges from family and friends based on the number of books or pages they read. 

Students can collect flat donations or pledges based on how many books or pages they read during the read-a-thon. Then, designate a period of time, usually over the span of several days, and encourage students to read as much as possible. Have students log their total books or pages read, then gather pledged donations.  To encourage participation, you can set prizes for students who read or raise the most. 

Why Parents Love Them

Read-a-thons provide the perfect motivation for students to hit the books and cultivate a love of reading. Read-a-thons are also easy to plan, requiring only plenty of books, a few hours to set aside during the school day, and pledge forms students can take home to collect donations.

School Fundraising Idea 3: Talent Show

Hosting a school talent show is a great way for students to show off their skills while also encouraging parent participation. It only contains a couple of necessary steps—securing a venue, selecting a date, and holding auditions. From there, you can promote your talent show and sell tickets to raise funds.

Why Parents Love Them

Talent shows provide parents with a unique opportunity to watch their students perform on the big stage. Unlike regular sports seasons, talent shows let students express themselves in artistic, comical, and unexpected ways, creating a memorable experience for both students and their families

Regardless of which school fundraising idea you choose, be sure to select one that’s relevant, accessible, and inclusive to all families. Consider sending out a survey to parents ahead of time to gauge interest or decide between two competing ideas. To your school fundraising success!