Fundraising & Volunteers
The people behind the game.
Bring people together. Keep the work manageable.
Practical starting points for volunteer youth-sports managers organizing fundraising and team support in British Columbia. Choose a realistic activity, share the workload and keep a clear record of the results.
Start with your school or club's approval process, financial procedures and volunteer requirements. Confirm any event-specific requirements with the appropriate organization before committing.
Start with a clear goal
- Identify the team expense the activity will support.
- Set a target for net proceeds, not just total sales.
- Estimate supplies, venue costs and other expenses.
- Confirm how much volunteer time the activity needs.
- Have the appropriate representative approve the plan and budget.
Choose an activity your team can deliver
Community bottle drive
Confirm a suitable return location and its process before setting a collection date. Assign collection, sorting, transport and recordkeeping roles. Give volunteers clear instructions about accepted items and the approved handling process.
Approved merchandise pre-order
Ask your organization about approved branding and suppliers. Compare the full cost, order minimums and delivery timing. A pre-order approach can help you understand demand before committing to stock; confirm the supplier's terms first.
Sports skills event
Work with your club and qualified activity leaders to consider an appropriate skills session. Confirm venue arrangements, supervision, equipment, capacity and organizational approval before promoting it.
Community partner activity
Ask a local business whether it offers a suitable team fundraising arrangement. Get the proposed terms in writing and clarify costs, responsibilities and how proceeds are calculated. Do not advertise a partnership until it is confirmed and approved.
Build a simple event plan
- Name an event lead. Give one person responsibility for keeping the plan current.
- Confirm the basics. Record the date, location, approved activity and key deadlines.
- Set the budget. List estimated income, expenses and expected net proceeds.
- Assign roles. Identify who handles supplies, setup, communications, collections and cleanup.
- Prepare instructions. Give each volunteer the information needed for their task.
- Plan for changes. Agree who decides whether to adjust or cancel the activity and how volunteers will be informed.
Make volunteering easier
Offer specific tasks with a clear start time, finish time and contact person. Include behind-the-scenes options such as preparing materials, coordinating supplies or updating the schedule.
- Use your organization's approved signup tool or shared schedule.
- Describe each role and any organizational prerequisites.
- Confirm shifts and send a concise reminder.
- Give volunteers a clear process for requesting a replacement.
- Avoid publicly explaining why a family cannot participate.
Keep expenses and proceeds accountable
Use the account and collection methods approved by your school or club. Confirm who may spend funds, approve expenses and review the records.
- Record income and expenses separately.
- Retain receipts, invoices and approval references.
- Track money collected, amounts deposited and outstanding payments.
- Follow the organization's process for counting, storing and depositing cash.
- Reconcile the event records with the official account records.
Do not treat gross sales as money available for team spending. Subtract expenses and confirm outstanding commitments first.
Share the results
Give families a short summary of the activity, total income, expenses and net proceeds. Explain how the approved funds will support the team. Thank volunteers and community contributors without implying an ongoing partnership.
Close the loop
- Complete approved reimbursements and outstanding supplier payments.
- Return borrowed equipment and remaining supplies.
- Submit the financial summary and supporting records.
- Record what worked, what took too much time and what to change next season.
Tools for a more organized season
The Team Manager Playbook — British Columbia Edition includes a 47-page interactive PDF, 16 electronically fillable forms and a seven-sheet Excel finance workbook, alongside team-app setup instructions, tournament and travel guidance, financial-management tools and BC sports resources.
Complete Playbook: $39.95 CAD. Digital Download — No Physical Product.
Frequently asked questions
Which fundraiser is best?
Choose based on your approved goal, expected net proceeds, volunteer capacity and organizational requirements. One manageable activity can be more useful than several that stretch families too thin.
Should volunteers buy supplies themselves?
Confirm approval and the reimbursement process before anyone spends money. Give volunteers a budget and receipt instructions.
How do we prevent volunteer burnout?
Break work into small, clearly defined roles, share the schedule early and keep expectations realistic. Review the workload before adding another activity.
73smile is an independent Canadian resource supporting volunteer managers, coaches and families. Activity examples are planning ideas, not endorsements or confirmation that a particular event is approved.