How to Run a Walk-a-Thon Fundraiser
The Step-by-Step Guide to Running a Walk-A-Thon
Choose a Date & Theme
- Choose the date of your Walk-A-Thon three months before the event. Walk-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 may go off-campus, get insurance if necessary, and arrange custodial services.
Use these templates to keep your Walk-A-Thon planning on track:
Call for Volunteers
- 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 Walk-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 the entire event including planning, coordination, and day-of execution.
- Route Planner: Designs and marks the Walk-A-Thon route, ensuring it is safe and clearly indicated.
- Registration Team: Manages pre-event registrations, day-of sign-ups, and distributes participant materials like bib numbers.
- Fundraising Team: Coordinates the collection of pledges and donations, and manages any additional fundraising activities.
- Safety Officers: Ensure the safety of participants and coordinate with any local authorities if the route takes place off campus to ensure traffic closures, permits, etc.
- Water Station Volunteers: Sets up and manages water stations along the route to keep walkers hydrated.
- First Aid Volunteers: Provide basic first aid and coordinate with medical professionals for emergencies.
- Start/Finish Line Coordinators: Manages the start and finish line areas, including timing and organizing the start and finish of the event.
- Refreshment Coordinators: Manages post-event refreshments and food for participants and volunteers.
- Photographer/Videographer: Captures moments from the event for future promotion and participant keepsakes.
- Cleanup Crew: Responsible for post-event cleanup, ensuring the route and start/finish areas are left tidy.
Choose Student Incentives
- Incentives motivate students to register for your Walk-A-Thon and collect pledges. Each student should have a specific fundraising goal—usually between $300–$500.
- 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.
Create Your Walk-A-Thon's Campaign
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 Walk-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 Walk-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!
Announce the Event & Sign-Up Students
- Send out an announcement of your Walk-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: Join the Fun at [School Name]'s Annual Walk-A-Thon!
Hello Students,
Step right up for our exciting Walk-A-Thon! It's not just a walk; it's an opportunity to enjoy a day outdoors, support our school, and participate in a community-building event.
Why participate in the Walk-A-Thon?
- Enjoy a healthy, fun walk with friends and family.
- Help raise funds for [insert cause or school project].
- Earn rewards and recognition for your walking and fundraising efforts.
How to Sign Up?
It's easy to get involved! Just click on this link [insert FutureFund link], follow the simple registration steps, and you're ready to go. You'll also get a link to share with friends and family for pledges based on the distance you walk.
Whether you're an avid walker or just want to enjoy a leisurely stroll, this event is for everyone. Let's walk together 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 Goes the Distance — [School Name] Walk-A-Thon Update!
Thank you so much for supporting our Walk-A-Thon! Your contributions are helping us provide a memorable experience for our students and reach our fundraising goals for [insert specific goal or cause].
Current Update:
- [Number of students] excited walkers are lacing up their shoes!
- We've reached [percentage]% of our fundraising goal.
There's still time to support our walkers through FutureFund at [insert link]. Your generosity is vital to our success and greatly 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: Final Steps Before [School Name]'s Walk-A-Thon!
Hello [Name of School] Students & Families!
The big day is just around the corner! Our Walk-A-Thon is tomorrow, and we're thrilled to see everyone come together for this event.
Here's what you need to remember:
- Last chance to gather pledges! Encourage your friends and family to support you via FutureFund at [insert link].
- Join us at [Location] on [Date]. The walk starts at [Time], so come early and get ready to step out in style!
Let's make the final day a stride to remember. Your support and encouragement are key to our students and make a real difference in our school community. Let's walk towards a fantastic finish!
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!
Find Sponsors
Ask local businesses to sponsor the Walk-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.
Here are common sponsor arrangements to consider:
- Direct donations—either toward 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.
Host the Walk-A-Thon
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:
- 6:00 AM – 7:00 AM: Setup and Volunteer Arrival — Volunteers arrive to set up the course, registration area, water stations, and first-aid stations. They also set up any additional areas like refreshment stands and sponsor booths.
- 7:00 AM – 8:00 AM: Participant Arrival and Registration — Walkers arrive, check in, and receive their race numbers and any other materials.
- 8:00 AM – 8:30 AM: Opening Ceremony and Warm-Up — Welcome speech, brief overview of the course and rules, followed by a group warm-up session led by a fitness instructor or volunteer.
- 8:30 AM — Walk-A-Thon Start — Participants start walking. Depending on the number of participants, start times can be staggered in waves.
- 8:30 AM – 11:00 AM — Main Event — Participants walk the course. Volunteers at water stations provide hydration and encouragement.
- 11:00 AM – 12:00 PM — Lunch Break and Entertainment — A break for lunch with food available for purchase. Entertainment, such as music or a guest speaker, can be provided.
- 12:00 PM – 1:00 PM — Final Laps — Last chance for walkers to complete their laps or distance goals.
- 1:00 PM – 2:00 PM — Cool Down and Refreshments — As participants finish, they are greeted with refreshments and an area to cool down. This can include light snacks, water, and fruits.
- 2:00 PM – 2:30 PM — Awards and Recognition Ceremony — Awards for achievements such as most laps completed, highest funds raised, best team spirit, etc.
- 2:30 PM – 3:00 PM — Closing Remarks — Thank-you speech by the event coordinator, announcement of total funds raised, and official closing of the event.
- 3:00 PM onward — Cleanup — Volunteers and staff clean up the venue, dismantle setups, and ensure the area is left tidy.
- One Day After the Event — Send 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).
Walk-A-Thon 101
What is a Walk-A-Thon?
A Walk-A-Thon is a popular “a-thon”-style fundraiser because it’s simple, healthy, and effective. Students and parents can easily participate without needing special skills or equipment.
It’s also easy for PTAs to organize, requires minimal setup, and gets participants outside and moving—which is always a win.
Walk-A-Thon Goals & Rules
Treat these as a starting point and adjust to suit your school’s event.
The length of your Walk-A-Thon depends on the age and fitness level of your students. Typically, it’s held over a single day—but you can extend it into a multi-day event if you have enough volunteers.
It’s usually best to keep the course on school property instead of public roads, which can require permits and traffic coordination.
Plan your route around the school grounds so students stay on campus and it’s easy to track their progress.
Students can pledge to walk a certain distance or time. For lap-based events, larger pledges work best; for time-based ones, smaller, per-minute pledges make sense.
Walk-A-Thons are great for all ages, but younger students may tire faster—plan shorter routes or add rest breaks.
Announce the Walk-A-Thon at least two weeks in advance.
Students should be signed up in your fundraising system at least a week before it starts, so they can gather pledges early.
On the day the fundraiser starts, re-explain the rules and encourage students to keep fundraising.
Frequently Asked Questions About Walk-A-Thons
FutureFund gives you the ability to generate financial reports for fundraising campaigns in just a few clicks. Navigate to Store → Reports, choose Campaign Summary, and click Generate Report.
Yes — FutureFund lets you list volunteer positions and add a volunteer page to your registration portal so parents can sign up with a few clicks. See the volunteer setup steps here.
Participants collect donations for taking part. Like other a-thons, Walk-A-Thons use peer-to-peer fundraising, so you’re not limited to participants themselves.
Each walker asks family, friends, and coworkers to donate. On event day, participants walk the set course around your school or community.
You can customize your event length. Elementary schools might prefer shorter routes; middle and high schools can go longer.
Walk-A-Thons aren’t races—participants can go at their own pace and complete as much as they like.
Plan for warm, dry weather—most schools choose September, May, or June for outdoor Walk-A-Thons.
That’s the beauty of Walk-A-Thons—no special skills or gear needed! To make it inclusive, ensure your course is paved, wide, and manageable for all ability levels.
Absolutely. They’re easy to plan, fun to join, and visible to the community—helping you raise awareness and funds at the same time.
What is a “Thon”?
Thons Are Fun & Effective Event-Based Fundraisers
An "a-thon" is a peer-to-peer style fundraiser where participants do an activity and gather donations for taking part.
The activity can be almost anything—from reading to walking to bowling—and participants ask their friends, family, and coworkers to support them.
A-thons are powerful because they create a huge donor pool and inspire community involvement. People are also more likely to give since participants are "earning" their pledges through action.
What Do You Need to Run a Walk-A-Thon?
Power it With FutureFund
FutureFund’s built-in pledge campaigns make it easy to collect money, track pledges, and keep donations organized. Because parents cover payment processing fees, 100% of funds raised go directly to your school.
FutureFund makes running a Walk-A-Thon simple for everyone—increasing participation, easing management for PTAs, and creating a better experience for donors.
Skip paper pledge forms and cash! With FutureFund, donors can give instantly via credit or debit card—making the process fast, secure, and paper-free.
FutureFund keeps your fundraiser organized and transparent. Track how much has been raised, view participation reports, and export detailed results with a few clicks.
Using a Walk-A-Thon for Fundraising
Each student signs up as a participant and collects pledges online through FutureFund. All donations are tracked automatically toward their totals and your school’s overall fundraising goal.
FutureFund automatically stores donor data so you can thank participants later. You can also bulk-enroll classes or grades for faster setup and accurate reporting.
Online donations dramatically outperform cash or checks. FutureFund gives each participant a unique donation link, accepts secure payments, and keeps everything logged in one place.
Templates, Ideas, Tools, & Resources
Access these free, customizable Canva and FutureFund templates to plan, promote, and celebrate your Walk-A-Thon. Click any link to open in a new tab.
- Canva Walk-A-Thon Template for Instagram Story
- Canva Walk-A-Thon Template for Instagram Post
- Canva Walk-A-Thon Template for Printable Poster
Example caption: Support [insert school name]'s Walk-A-Thon from [insert date range]. Help our school raise funds for [insert cause] by joining the fun and getting active for a great cause!
Walk-A-Thon Theme Ideas
Pair your Walk-A-Thon with the season—try a turkey trot for Thanksgiving or a spooky Halloween walk.
Inspired by color runs, walkers are showered with safe colored powder along the route for a fun, vibrant experience.
Bubble walks are a gentle, sensory-friendly twist on the color run. Participants move through foam zones for big smiles and photo ops.
Encourage teams to come dressed as superheroes, movie characters, or in themed outfits to boost excitement and creativity.
A neon theme makes everyone stand out—and it’s great for safety during early morning or evening walks.
Cap off the event with a community potluck or food truck rally to celebrate your walkers and donors.