Budgeting and Fundraising
Funding often dictates the outings that are possible. It’s important to identify resources available while you plan the trips your outdoor club would like to experience.
Be creative: money is often necessary to cover certain expenses; but don’t overlook resources that may be available such as transportation through the school, a school or local outdoor gear library, and Teens to Trails resources such as spring and fall trips lotteries, programs and Grants-to-Clubs.
As your Outdoor Club develops an annual trip plan, create a budget to identify your costs, then make a plan to raise funds to cover your expenses. Some trips are nearly free—others require specialized gear or participant fees. Planning expensive trips for the end of the school year gives you time to raise the money to pay for them.
Use this sample template when reaching out to potential sponsors. This sample will assist you through the process of crafting a creative request.
Typical Expenses to Keep in Mind:
Transportation
Group gear (tents, cooking equipment, sleeping bags, etc.)
Food
Program costs (guide fees, equipment fees, activity fees)
Lodging costs (campground site, cabin, or yurt)
Funding Resources
In Kind Sources:
Existing gear the outdoor club has access to or can borrow - and don’t forget Maine GearShare!
Transportation already covered by school. If teams have access to buses, Clubs should too.
Awards of free or discounted activities and/or lodging (such as our Trip Lottery)
Community members who can offer leadership, skills training or a location for a day trip or overnight
Cover food costs by asking for a donation from your local grocery store, cafe, or bakery
Potential Sources of Funding
School funding (schools don’t typically provide funding the first 2-3 years: but may do so after the club demonstrates it is going to last: make a club presentation to the School Board, and share the details of your trips).
Grants, including Teens to Trails Grants to Clubs.
Business donations/sponsorships (go door to door: the best timing to make requests early in the calendar year)
Request civic club donations (Rotary, Elks, Lions Clubs) Ask to make a presentation at their meetings to describe your trips and your goals.
Local banks and grocery stores: try this grocery store donation request template. Or visit your local Hannaford and speak with the store manager about receiving food donations or gift cards for food for your trips. You can find Hannaford store locations here.
Examples of fundraising activities
Hosting Events: tournaments, polar plunge, car wash, bake sale, campfire + s’mores
Running concession stands at home games
Selling items such as T-shirts, Stickers, and Water bottles
Teach an outdoor skill, and charge for it!
Hosting a gear drive
World Of Change also has great opportunities for ways to host coin drives at your local school!
Hannaford has in-store fundraising options such as Hannaford Helps Reusable Bag Program (2givelocal.com)
Tip: Most clubs select one or two activities annually. Choose those that are most likely to succeed!
Follow a Logical Process
Step 1: Inventory what is available and what is needed to carry out outings.
Step 2: Develop a budget; identify what costs are covered and where additional funding is needed.
Step 3: Identify opportunities and develop a strategy for acquiring funds, gear, etc.
Step 4: Review and revise as needed.
Tip: Be realistic and opportunistic.
It can take three years for an Outdoor Club to prove itself and be ready for consideration in the school’s annual budget. Think about an overall fund-raising strategy both annual and long-term. Opportunities to request funding or unexpected in-kind resources (such as transportation) may show up unexpectedly, so be ready to advocate for your Club! It is always good to know what you need and be ready to ask for it.