How To Run a Dance-a-Thon Fundraiser
- Choose the date of your Dance-A-Thon three months before the event. Dance-A-Thons usually take place on a single day, so choose a date that doesn't conflict with other school plans.
- Make sure your PTA coordinates with the school ahead of time to make sure the school grounds are available, plan any portions of the route that are off-campus, get insurance if necessary, and arrange custodial services.
Use these templates to keep your Dance-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 Dance-A-Thon will support.
- Perform background checks for any volunteers from outside the school who need to be present during the event (if required by your school).
- Event Coordinator: Oversees all aspects of the dance-a-thon, including planning, execution, and coordination on the day of the event.
- DJ or Music Coordinator: Manages the music playlist, ensuring a continuous and lively mix that encourages dancing.
- Dance Floor Managers: Supervise the dance floor, ensuring safety, encouraging participation, and organizing dance contests or activities.
- Registration Team: Manages participant sign-ups, handles check-ins on the day of the event, and distributes participation materials.
- First Aid Volunteers: Provide basic first aid and handle any medical situations or emergencies.
- Photographer/Videographer: Captures photos and videos of the event for future promotion and as keepsakes for participants.
- Decoration Team: Decorates the venue to create a festive and inviting atmosphere.
- Cleanup Crew: Responsible for post-event cleanup, ensuring the venue is left tidy and all equipment is stored properly.
- Technical Support Team: Manages lighting and sound equipment, ensuring all technical aspects run smoothly.
- Incentives motivate students to register for your Dance-A-Thon and collect pledges. Each student should have a specific fundraising goal-usually between $100-$300.
- It's better to offer incentives to the class or grade that raises the most money than to individual students, as this is a more cost-effective way to motivate groups and can also discourage unhealthy competition. 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 the 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 Dance-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 Dance-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 Dance-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 the event, send a final reminder to get the school community excited about the event and encourage them to keep offering support.
Subject: Get Ready to Groove at [School Name]'s Annual Dance-A-Thon!
Hello Students,
Put on your dancing shoes for our upcoming Dance-A-Thon! This event is not just about dancing; it's a fun-filled opportunity to express yourself, support our school, and participate in an exciting community event.
Why participate in the Dance-a-Thon?
- Dance to great music and show off your moves.
- Help raise funds for [insert cause or school project].
- Win prizes and gain recognition for your dancing and fundraising efforts.
How to Sign Up?
Joining is simple and exciting! Just click on this link [insert FutureFund link], follow the straightforward registration steps, and let the rhythm move you. You'll also get a link to share with friends and family for pledges based on how long you dance.
Whether you're a seasoned dancer or just want to have some fun, this event is for everyone. Let's dance the day away for a great cause!
You can also use this Canva template to keep a copy of your email script handy. Click "Use template for new design" to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Subject: Your Support Helps Us Dance Towards Our Goal - [School Name] Dance-A-Thon Update!
Thank you for supporting our Dance-A-Thon! Your contributions are instrumental in providing a memorable experience for our students and helping us reach our fundraising goals for [insert specific goal or cause].
Current Update:
- [Number of students] eager dancers are ready to hit the floor!
- We are [percentage] toward our fundraising target.
There's still time to support our dancers through FutureFund at [insert link]. Your generosity is key to our success and is deeply appreciated by our entire school community.
You can also use this Canva template to keep a copy of your email script handy. Click "Use template for new design" to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Subject: The Final Countdown to [School Name]'s Dance-A-Thon!
Hello [Name of School] Students & Families!
The big day is almost here! Our Dance-A-Thon is tomorrow, and we're buzzing with excitement. Our students are ready to dance their hearts out and have a fantastic time.
Here's what you need to know:
- Last day to gather pledges! Encourage your friends and family to support you via FutureFund at [insert link].
- Join us at [Location] on [Date]. The dancing starts at [Time], so come early and get ready to groove!
Let's make the final day a dance to remember. Your support and encouragement are crucial to our students and significantly impact our school community. Let's make every step count!= guide_email_signature
You can also use this Canva template to keep a copy of your email script handy. Click "Use template for new design" to create an editable version, then add custom information for your event, change fonts and graphics, and more!
Here are some Canva templates to help you spread awareness for your Dance-A-Thon on social media and in your community! Click “Use template for new design” to create an editable version, then add custom information for your event, change fonts and graphics, and more!
- Canva Dance-A-Thon Template for Instagram Story
- Canva Dance-A-Thon Template for Instagram Post
- Canva Dance-A-Thon Template for Printable Poster
Example caption: Support [insert school name]'s Dance-A-Thon from [insert date]. Help our school community raise money for [insert cause] by registering to win as many games as you can!
Ask local businesses to sponsor the Dance-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 in the gym with sponsor logos during the event.
- Offer branded water bottles or other swag to participants.
- Add sponsors to your school's online store using FutureFund.
Use these templates to keep your Dance-a-Thon planning on track:
- Direct donations-either towards your fundraising goal or to help cover the costs of supplies.
- Corporate matching is 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 successful. Here's a sample event schedule:
- 8:00 AM - 9:00 AM: Setup and Volunteer Arrival: Volunteers arrive to set up the dance area, registration desk, refreshment stations, and any additional stations like a photo booth or sponsor displays.
- 9:00 AM - 10:00 AM: Participant Arrival and Registration: Dancers arrive, check in, and receive their event materials.
- 10:00 AM - 10:30 AM: Opening Ceremony: Welcome speech by the event coordinator, a brief overview of the event rules, and an introductory warm-up dance session to get everyone moving.
- 10:30 AM: Dance-A-Thon Begins: The dance floor opens, and the DJ starts playing music. Participants begin dancing.
- 10:30 AM - 1:00 PM: Continuous Dance Music: The DJ plays a mix of songs to keep dancers energized and engaged. Scheduled dance-offs or themed music hours can be included.
- 1:00 PM - 2:00 PM: Lunch and Relaxation: A break for lunch with food available for purchase. This time can also feature guest performances or dance showcases.
- 2:00 PM - 4:00 PM: Dance Resumes: Dancing continues with interactive dance activities, such as a conga line, dance battles, or group dances.
- 4:00 PM - 4:30 PM: Special Dance Performance: A special performance by a dance group or instructor, giving participants a short break and some entertainment.
- 4:30 PM - 5:30 PM: Final Dance Hour: The last hour of dancing, often featuring popular, high-energy songs to end on a high note.
- 5:30 PM - 6:00 PM: Awards and Closing Ceremony: Awards for categories like 'Longest Dancer,' 'Best Moves,' 'Top Fundraiser,' etc. Closing remarks and thank yous from the event coordinator.
- 6:00 PM onwards: Cleanup: Volunteers and staff begin cleaning up the venue, dismantling equipment, and ensuring the area is left tidy.
- One Day After the Event: Send out a message thanking all donors, participants, and volunteers.
- One Week After the Event: Hold an event for the winning class or grade (ice cream social or pizza party).
A Dance-A-Thon is a unique a-thon style fundraiser. Similar to other A-Thons, participants commit to dancing for a certain amount of time and gather donations to support their efforts.
Dance-a-thons are tons of fun, good exercise, and a way to turn school dances into a fundraising opportunity. Because the money is going to a good cause, it's also easy to get donors on board.
Treat these as a base and feel free to tailor these to suit your specific event.
There are a few different ways to run a dance-a-thon. First, you'll need to decide if you want to hold a one-time event, multiple dance sessions, or virtual event. Then, you'll need to decide how long the dance-a-thon will last. Most are between 12 and 36 hours, but you can decide what works best based on your needs and how many dance sessions you're holding.
The dancing goal will be partially dependent on the length of the dance-a-thon. If you're holding multiple sessions, for example, the dancing goal should be higher than if you're just holding a one-time event.
Generally, participants should set a goal of dancing at least 1 hour per session. For one-time events, participants should try and dance at least 2-3 hours.
Start telling students about the Dance-A-Thon at least two weeks before it starts.
Students should be signed up in your fundraising system so they can gather donations for at least seven days before the fundraiser starts (although it's still okay to take last-minute sign-ups).
Dance-a-thons are popular events, which means there's the opportunity for sponsors. In exchange for advertising at the event, ask sponsors for monetary donations or supply donations like food and drinks.
If you're looking for a virtual fundraiser, dance-a-thons can easily be held online. Have a video call with a DJ, and participants can join from their homes.
On the day the fundraiser starts, be sure to re-explain the rules and encourage students to continue fundraising. Find sample rules in the Resources section of this guide.
Dancers engage in peer-to-peer fundraising, asking family, friends, and coworkers (or parents' coworkers) to donate. In return, participants commit to a certain amount of dancers.
The "rules" for a dance-a-thon are flexible, so you can decide what's best for your school. Dance-a-thons can be done as one continuous event, split into sessions, or at-home.
Most dance-a-thons are between 12 and 36 hours. There are a few different ways you can split the time:
- As one continuous event
- As separate sessions, over the course of a week or two
- As an individual, at-home event
Since dance-a-thons are typically held inside, you can hold them almost any time of year. That said, you might want to reserve the warmer months for fundraisers that have to be outside, so winter is a great time for your dance-a-thon.
Dance-A-Thons promote physical activity and are lots of fun to put on-students will love dancing to their favorite tunes! You can also sell tickets to your Dance-A-Thon fundraiser via FutureFund's online store, giving you an additional way to raise money for your school group.
FutureFund gives you the ability to generate financial reports for fundraising campaigns in just a few clicks. To do this, navigate to Store and click the Reports tab near the top of your screen. Then choose Campaign Summary from the drop-down menu and click Generate Report.
Yes - FutureFund lets you create a list of the volunteer positions you'll need to fill, then add a volunteer page to your registration portal so parents can sign up in just a few simple clicks. See the steps for signing up volunteers here.
An "a-thon" is a peer-to-peer style fundraiser that involves participating in a certain activity and gathering donations for participating in said activity.
The activity can be almost anything, from reading to running to bowling. No matter what activity you choose, the premise is the same. Participants commit to doing the activity (reading a certain amount of books, running a certain distance) and ask their friends, family, and coworkers to support them.
A-thons work great because you reach a huge donor pool through peer-to-peer fundraising. People are also more likely to donate since participants are "working" in return for the donations.
FutureFund's built-in pledge campaigns allow you to easily collect money and keep donations/pledges organized. Since parents cover payment processing fees, 100% of the funds raised go to your school!
FutureFund makes running a Dance-a-Thon easy for everyone. Easier for PTAs and PTOs to run, for students and parents to participate, and for donors to donate.
Instead of dealing with paper pledge forms and cash and cheques, FutureFund takes the process online. Donors can donate instantly online with their credit or debit cards.
FutureFund makes it easy to track how the fundraiser is going. Easily view how much money has been raised and more with detailed reporting.
Each student will sign up as a participant in the fundraiser. Then, they can collect pledges individually by credit or debit card. You can also accept cash pledges, but be mindful of properly storing and tracking cash you collect.
If you are using FutureFund, you can record these pledges and they will automatically count towards the student's total and the grand total for the fundraiser.
Before launching your fundraiser, confirm what records you need to collect from donors.
If you are using FutureFund, it's easy for students to sign up, especially if their information is already in the system. You can bulk sign up entire grades or classes. All donor payments are automatically entered into the system, so you can instantly see each student's total and the grand total.
Fundraising campaigns that accept online donations perform much better than fundraisers that only accept cash or check.
If you are using FutureFund, you can accept payments online. Donors are given a donation link and can pay by credit or debit card. Any cash donations can also be noted in the system to be collected later.
Fundraising campaigns that accept online donations perform much better than fundraisers that only accept cash or check.
If you are using FutureFund, you can accept payments online. Donors are given a donation link and can pay by credit or debit card. Any cash donations can also be noted in the system to be collected later.