How to Run a Baseball Hit-a-Thon Fundraiser
- Choose the date of your Hit-A-Thon three months before the event. Hit-A-Thons usually take place on a single day, so choose a date that doesn’t conflict with other school plans and check the weather in advance.
- Make sure your PTA coordinates with the school ahead of time and that the school athletic field will be open.
- Consider a theme for your Hit-A-Thon—you might want to base it on a sports season or awareness week (see our2024 Fundraising Calendar of Datesfor more inspiration).
Use these templates to keep your Baseball Hit-A-Thon planning on track:
- Put out a call for volunteers two months before the event. Use FutureFund’s built-in messaging system to reach the parents and volunteers most likely to participate.
- Make sure your call for volunteers clearly states what cause or project the Hit-A-Thon will support.
- Perform background checks for any volunteers who need to be on campus during the event (if required by your school).
- Event Coordinator: Oversees the entire Hit-A-Thon, including planning, coordination with the school, and post-event activities.
- Registration Team: Manages participant sign-ups, and distributes materials such as hitting order lists and participation certificates.
- Field Setup Crew: Responsible for setting up the field area, including bases, nets, and signage, and cleaning up after the event.
- Scorekeepers and Statisticians: Keep track of participants’ hits, distances, and manage order of batters.
- First Aid Volunteers: Provide basic first aid and ensure hydration and rest stations are available.
- Cleanup Crew: Handle post-event cleanup to leave the field tidy.
- Photographer / Videographer: Capture moments from the event for future promotion and as keepsakes for participants.
Incentives motivate students to register for your Hit-A-Thon and collect pledges. Each student should have a specific fundraising goal—usually between $200–$400.
Offer incentives to the class or group that collects the most pledges or hits the most home runs rather than individuals, to encourage teamwork. Try an ice cream social or a pizza party for the best results.
Use FutureFund to create a Pledge-A-Thon campaign and provide your campaign details.
Make sure your campaign has the following elements:
- A clear and compelling event description and rules, including what the money raised will go towards and what incentives will be for participating students.
- A leaderboard that shows the grades and teachers for each participating class, along with how much each has raised. These are fully customizable in FutureFund, so you can create custom categories for each Hit-A-Thon.
- A template students can use to collect pledges from members of the school community. FutureFund provides a sample template for this in all A-Thon campaigns, which you can modify to include the specific details of your event.
Here’s a Canva template of sample Baseball-Hit-A-Thon rules. Click “Use template for new design” to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Send out an announcement of your Baseball-Hit-A-Thon to the school community two weeks before the event begins and request that students sign up to participate.
Share the news in as many places as possible—use the school newsletter, morning announcements, and FutureFund’s messaging system to tell everyone why the event is important and how they can be part of it.
Use FutureFund to send follow-up messages every other day leading up to the event to encourage participation. The night before, invite parents and other family members to come watch (if allowed by your school).
On the morning of the event, send out a final announcement to get the school community excited about the event and encourage them to keep offering support.
Subject: Swing for Success with the [School Name] Baseball-Hit-A-Thon!
Hello Students,
Get ready to step up to the plate at our annual Baseball-Hit-A-Thon! This event is more than just a chance to hit a few home runs—it’s a fun way to support our school and show off your skills.
Why should you join?
- Compete in a fun, friendly event with your classmates.
- Help raise funds for [insert cause or school project].
- Earn recognition and prizes for top performers.
How to Sign Up:
Signing up is simple! Just visit this link and follow the steps: [insert FutureFund link]. You’ll get your own link to share with friends and family to collect pledges for each hit.
Whether you’re a seasoned slugger or just looking to have fun, this event is for everyone. Let’s hit our fundraising goals out of the park together!
Subject: Your Support is a Home Run! – [School Name] Baseball-Hit-A-Thon Update
Dear [Donor’s Name],
As our Baseball-Hit-A-Thon moves forward, we want to express our heartfelt thanks for your support. Your contribution isn’t just about sponsoring an event—it’s about empowering our students and strengthening our school community.
Here’s the latest update:
- have registered to participate!
- We’ve reached [percentage]% of our fundraising target.
It’s not too late to help us reach our goal! Visit [insert FutureFund link] to continue supporting our event. Every contribution helps our students succeed.
Subject: Last Call to Support the [School Name] Baseball-Hit-A-Thon!
Hello [School Name] Students & Families,
We’re just one week away from our big Baseball-Hit-A-Thon! Students are ready to swing for the fences, and the excitement is building.
Here’s what you need to know:
- Only one week left to gather pledges! Donations are still welcome via FutureFund at [insert link].
- Come cheer on the hitters at [Date] in [Location]—and join us for the awards ceremony afterward!
Let’s make this final week a home run! Your encouragement and generosity make a huge difference for our students and school.
Use these Canva templates to help spread awareness for your Baseball-Hit-A-Thon on social media and in your community! Click “Use template for new design” to customize for your event.
- Canva Baseball-Hit-A-Thon Template for Instagram Story
- Canva Baseball-Hit-A-Thon Template for Instagram Post
- Canva Baseball-Hit-A-Thon Template for Printable Poster
Example Caption: Support [insert school name]’s Baseball-Hit-A-Thon from [insert date range]! Help our community raise money for [insert cause] by signing up to hit your way to success.
Ask local businesses to sponsor the Hit-A-Thon. This can help your PTA reach your fundraising targets while business owners get exposure and positive PR.
Make sure to explain how each sponsor’s contribution will be recognized. For example, you could:
- Hang a banner near the athletic field with sponsor logos during the event.
- Offer branded baseballs or other swag to participants.
- Add sponsors to your school’s online store using FutureFund.
Types of Sponsorship:
- Direct donations—either towards your fundraising goal or to help cover the costs of supplies.
- Corporate matching, where a business makes a donation equal to all or a portion of the funds you raise from the community.
- Selling sponsorships on FutureFund via advertising on your campaign page.
Finally, the day of the event will arrive—and if you’ve followed all the steps above, you should have everything you need to make it a success. Here’s a sample schedule:
- Morning Kickoff (8:00 AM – 9:00 AM): Welcome and announcements for participants and volunteers; review of rules and safety.
- Warm-Up & Registration (9:00 AM – 9:30 AM): Students check in, stretch, and prepare for their hitting sessions.
- First Hitting Round (9:30 AM – 11:00 AM): Each student gets a set number of pitches; volunteers record hits and distances.
- Mid-Morning Break (11:00 AM – 11:30 AM): Snacks and hydration; quick rest for participants.
- Second Hitting Round (11:30 AM – 1:00 PM): Continue rounds; adjust distances or rules for younger grades.
- Lunch Break (1:00 PM – 2:00 PM): Lunch and relaxation for participants, staff, and families.
- Final Hitting Rounds (2:00 PM – 3:30 PM): Advanced rounds or “home-run derby” challenges for top performers.
- Closing Ceremony (3:30 PM – 4:00 PM): Recognition of top hitters, fundraisers, and volunteers.
- Cleanup & Thank-You Notes (4:00 PM – 5:00 PM): Volunteers clean the field and distribute thank-you notes to sponsors and helpers.
A Baseball-Hit-A-Thon is essentially turning a baseball tournament into a fundraiser. Similar to other a-thons, like Read-A-Thons or Walk-A-Thons , Baseball-Hit-A-Thons use a peer-to-peer fundraising model.
People sign up as baseball teams and then ask their friends, family, and coworkers to support them through pledges. This allows you to reach a much larger donor pool.
- Length of Time: Typically a single-day event, though multi-day options work with sufficient volunteers.
- Baseball Hitting Goal: Offer one pitch per pledge (for example, $20 = 1 pitch).
- Grade Considerations: Adjust distances or equipment for younger participants.
- Pledge Collection: Begin two weeks before the event and allow late sign-ups.
- Confirm Rules: Re-explain procedures on event day to ensure fairness and safety.
- How do I track fundraiser success? Use FutureFund’s Store → Reports → Campaign Summary to generate detailed progress reports.
- Can volunteers sign up automatically? Yes – create volunteer roles and publish them on your FutureFund event page.
- How does a Hit-A-Thon work? Students collect pledges per hit or as flat donations, then hit baseballs during the event to fulfill their pledges.
- Where should you host it? Any local or school baseball field works—just secure your permit early.
- How should teams form? Group by class, grade, or age to keep competition balanced and fun.
- Are Hit-A-Thons good fundraisers? Absolutely—family-friendly, engaging, and effective for raising funds.
An “A-Thon” pairs an activity with pledge-based fundraising. Participants complete tasks (like hitting baseballs or reading books) while donors pledge funds for each completed action, creating motivation and community involvement.
- Power it with FutureFund: Easily collect pledges and keep records organized; parents cover fees, so 100 % of the funds go to your school.
- FutureFund is easy for everyone: Streamlines event setup for PTAs, parents, students, and donors alike.
- Accept online donations: Replace paper forms with instant digital payments.
- Track progress: Monitor donations and participation in real-time dashboards.
Preparation ensures smooth fundraising and transparent donation tracking.
- Managing pledges: Students collect pledges via card or cash; FutureFund automatically tracks totals.
- Donor records: Confirm required donor information; FutureFund auto-logs all payments.
- Online donations: Digital options consistently outperform cash-only drives.
Use these templates to organize and promote your Baseball-Hit-A-Thon:
- Eligibility and Registration: All students must register via FutureFund by the deadline; minors require parental consent.
- Pledge Collection: Gather pledges per hit or flat donations; record all in FutureFund.
- Safety First: Helmets required and only school-approved equipment used.
- Batting Rules: Each participant gets a set number of pitches; only fair-territory hits count.
- Behavior and Sportsmanship: Maintain respect and positivity—unsportsmanlike conduct may result in disqualification.
- Spectator Rules: Stay within viewing areas and cheer respectfully.
- Volunteer and Staff Roles: Pitch counters, field markers, and scorekeepers ensure fair play.
- Weather and Cancellations: Reschedule in case of severe weather and communicate updates promptly.
- Awards and Recognition: Honor top hitters, fundraisers, and volunteers for their efforts.
- Equipment and Facility Usage: Treat the property respectfully and report any damages.
- Photography and Publicity: Photos and videos may be used for promotion; notify staff if opting out.
Or customize directly in Canva:
Hit, run, score! Starting on [date], [school name] will host a Baseball-Hit-A-Thon to raise funds for [cause]. Students will collect pledges online via FutureFund [link]. Spread the word to help make this fundraiser a success!
Use these Canva templates to recruit participants, engage donors, and promote your event:
- Canva Baseball Hit-A-Thon Student Sign-Up Email Template
- Canva Baseball Hit-A-Thon Donor Email Template
- Canva Final Week Push Baseball Hit-A-Thon Email Template
Design resources for promotion:
- Olympic: Let teams represent countries with themed uniforms and flags.
- Movie: Celebrate classic baseball films like *The Sandlot* or *Angels in the Outfield*.
- Vintage: Honor baseball’s roots with retro uniforms and signage.
- Holiday: Tie your event to seasonal celebrations like Mother’s Day or Father’s Day.
- Group Costume: Encourage team-based outfits such as superheroes or animals.
- Rainbow: Assign each team a color for a bright, inclusive look.