How to Run a Fudge Fundraiser: A Step-by-Step Guide

Planning a fundraiser for your school, sports team, dance studio, or community group? Selling fudge gives supporters a delicious way to contribute — but a successful fundraiser starts with a clear plan.  It doesn't have to be complicated, but a clear plan helps you understand what to do and when to do it.

Who will collect the orders? How much do you need to raise? When will customers receive their fudge?

At Nick’s Wicked Tasty Fudge, our goal is simple: to be easy to do business with. Here’s how to organize a fudge fundraiser from the first planning conversation to the final customer delivery.

1. Set a Goal Your Group Can Work Toward

Start with two questions: What are you raising money for, and how much do you need?

A specific purpose gives sellers a clear message to share. Instead of saying, “We’re raising money for our team,” try:

“We’re raising $1,200 to help cover our team’s tournament travel expenses.”

By setting a goal, it gives everyone something concrete to work toward. 

Next, turn that dollar goal into a package goal.

Through our fundraising program, fudge sells for $12 per approximately 8-ounce package, and your group keeps up to $6 per package. Each package comes in a reclosable plastic container with a plastic serving knife.

At the full $6 fundraising amount per package, here’s what those goals would look like:

 

For example, a group with 20 sellers could reach a $1,200 goal if each person sold 10 packages at the full $6 fundraising amount. 

These examples are before any expenses your group chooses to cover, such as seller prizes. Confirm your program details before setting your final target.

We see some dance studios and cheer gyms split the profits.  For example, one studio we work with gives $5 to the seller and the studio keeps $1 for maintaining the fundraiser and it also helps with studio fees. 

The more you can give each seller something to work for, the better. 

2. Schedule Your Fundraiser Before Announcing It

Before you send families a start date, contact us to schedule your fundraiser and confirm availability.

Our program typically uses a three-week selling window. Your group collects orders and payments, submits one completed order list, and we ship the fudge within 7–10 business days. Your team then distributes the fudge to customers.

Build your schedule around each part of that process:

• Fundraiser kickoff.
• Customer order deadline.
• Seller deadline for turning in orders and payments.
• Final group order submission.
• Production, Shipping and transit time.
• Customer pickup or delivery.

Also, remember that repeated additions after the deadline slow everyone down.  Having to put together multiple invoices bedause of late orders adds time and will delay your fundraiser shipping.  Once we get your order, we immediately fold it into our production plans so having to add to the production plan and then add to the shipments can cause errors and delays. Only submit your order to Nick's Wicked Tasty Fudge after you are 100% certain you have all of the orders.  If you're late, that's ok as long as you are communicating with us.  Late orders may not meet the original shipping deadlines so plan ahead for this and ask for your completed orders at least 1 - 2 days ahead of your planned final submission date.

Remember that a shipping timeframe is not the same as an arrival date. Leave room for transit and sorting before promising customers a specific pickup day.  Some groups sell 30 pieces, some sell 1,600.  Sorting 1,600 boxes takes time.

If you’re planning around a holiday, school vacation, or special event, discuss that timing with us before launching.

3. Choose One Person to Coordinate the Fundraiser

Give sellers one main contact for questions, deadlines, and order submissions.

Point sellers and customers to our website if they have specific storage questions, questions about product ingredients or if they simply are wondering who we are. 

That coordinator should keep track of:

• Participating sellers.
• Order forms and payments.
• Total quantities by flavor.
• The final order submitted to us.
• Distribution plans.

Other volunteers can help with reminders, checking orders, and sorting fudge. The important thing is to have one central record so information doesn’t get scattered across texts, emails, and loose papers.  Having a second person to double check the total fudge counts prior to final order submission may prove helpful.

4. Give Sellers Clear Instructions

We provide sales forms and an image file showing the fudge and allergen information. Use those materials so everyone shares consistent product details.  Provide color copies if you can, or even the digital copy.  Sellers can share the digital copy to their social media for increased sales!

Before selling begins, make sure each participant knows:

• What the fundraiser supports.
• The package price.
• Which flavors are available for their fundraiser.
• How customers should pay and when. They should be paying immediately as this is a pre-order program.
• When orders and payments are due.
• How customers will receive their fudge.
• Who to contact with questions.

Encourage sellers to share the provided allergen information rather than guessing whether a product is suitable for a customer.

A short kickoff message or meeting can help everyone start with the same information.

5. Help Sellers Make a Personal Ask

Give participants a simple message they can personalize:

“Hi! Our group is selling Nick’s Wicked Tasty Fudge to help pay for [purpose]. Packages are $12 each, and orders are due [date]. Would you like to order some fudge and support our group?”

For a social media post, add the ordering instructions and expected distribution timing and the image file.

Encourage participants to explain why the fundraiser matters to them. A personal message gives supporters a reason to care beyond the product itself.

Keep sellers informed throughout the fundraiser, too. Share progress toward the goal and send reminders before the deadline—not just on the final evening.

We find it's common for schools to hand out order forms to students and then see very low sales because the students don't know why they are selling.  I see it every year with my son.  Every year he gets a pie fundraiser.  He rarely knows about it and what it supports.  Clear communication in advance is key. 

6. Collect Orders and Payments Together

Our program has your team collect customer orders and payments during the selling window. At the end, you compile the orders into one completed list for us.

For your internal records, track:

• Customer name and contact information.
• Seller name.
• Flavor and quantity ordered.
• Total amount due.
• Payment received.
• Delivery or pickup status.

Before submitting your group’s order, check that each seller’s quantities match the payments collected. Then total the packages by flavor and compare those totals with the individual orders.

Allowing a little time between your seller deadline and final submission gives you a chance to resolve missing information without rushing.

7. Keep Sellers Motivated Without Losing Sight of Your Goal

Consider a small prize, team recognition, or a group reward for reaching a milestone.

Choose an approach that fits your group, and explain it before selling begins. If prizes or individual credits come out of the proceeds, account for them when calculating how much will remain for your main goal.

8. Plan Distribution Before the Fudge Arrives

Decide ahead of time where you’ll receive, sort, and distribute the order.

Have your original order records ready, and organize packages by seller or customer. Check quantities before handing them out, then mark orders as distributed.

Give families a clear pickup location and time, along with instructions for anyone who cannot attend. Follow the product storage and handling instructions provided with your order.

Once distribution is complete, thank your sellers, volunteers, and customers. Share how much your group raised and what that money will help accomplish.

Ready to Plan Your Fudge Fundraiser?

Running a fudge fundraiser comes down to a few manageable steps: set a clear goal, give sellers the right information, keep orders organized, and plan distribution ahead of time.

At Nick’s Wicked Tasty Fudge, we provide the sales forms and product information to help your group get started. Visit our fundraising page to request the informational PDF or schedule your fundraiser.