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Fundraising usually kicks off with good energy. People are excited, and volunteers are ready to help. But keeping that energy going from start to finish can be hard. Somewhere along the way, things shift. Life gets busy. People lose interest or feel overwhelmed. And next thing you know, you don’t have enough help to finish what you started.
When it comes to school group fundraising, this isn’t unusual. Teams, clubs, and groups rely on volunteers, but it’s common to lose some before the fundraiser wraps up. So the real question is, why does this happen? What makes people give up after saying yes? And how do we keep them involved all the way through? Whether you’re coaching a soccer team in winter, helping a cheer squad fund uniforms, or leading the school choir, you’re probably relying on others to pitch in. With Team Butter, groups can run virtual fundraisers 100 percent online with personal stores for each participant, earn 50% profit on every order, and ship directly to supporters so no one has to manage inventory or deliveries. Let’s walk through a few things we’ve seen come up again and again.
Why Volunteers Say Yes but Then Step Away
At first, most volunteers feel excited to be part of something positive. Everyone wants to help their kid’s team succeed or make sure their school group hits its goal. But after a couple of weeks, things start to feel harder. It’s not always about losing interest. Often, it’s more about other parts of life getting in the way.
Here are some common reasons that volunteers step away halfway through:
• They didn’t realize how much time they were signing up for.
• They have jobs, school, or family needs that pull them away.
• Unexpected things come up at home and they can’t commit anymore.
Sometimes, even the most reliable helpers have to let go for reasons out of their control. That’s why it helps to check in early and often, instead of assuming everything’s fine because they haven’t said otherwise.
Unclear Tasks Lead to Quick Burnout
Another reason people stop showing up is because they’re confused. If no one really explains the plan, or if there isn’t much of a plan, things get messy fast. People start to feel frustrated or like they’re not doing it right.
Think about what can happen in this case:
• A volunteer signs up but isn’t sure what their job is.
• They don’t know who to ask, so they just don’t ask at all.
• They feel like they’re in the way or not needed.
It doesn’t take long for that kind of feeling to push someone out. To avoid this, it helps to set up a simple list of roles. One person runs reports, another posts on social, someone handles messages, and so on. When people know where they fit, they’re way more likely to stick around.
Not Feeling Supported or Appreciated
Volunteers don’t need a trophy, but they do need to know their help matters. It’s easier to quit something if no one seems to notice you’re doing it.
We’ve seen small details make a big change:
• A weekly text thanking them for their help
• A quick “good job” during practice or pickup
• A shared calendar or simple update to keep everyone in the loop
People like to feel part of things. When volunteers feel appreciated, even just a little, they’re more likely to continue helping out. Effort is easier to give when it feels seen.
Fundraisers That Feel Too Complicated or Old-School
Nothing pushes people away faster than a fundraiser that feels like it’s from ten years ago. Long forms, cash handling, having to drive somewhere just to drop something off, it’s all too much for many families.
Here’s what tends to overwhelm volunteers:
• Too many steps to get materials out and turn them back in
• Needing to be in person at every turn
• No easy way to share info with friends and family outside the local area
Most of us live by our phones now. That means volunteers are more likely to stay with a fundraiser that works from their screen, not a clipboard. Our platform removes paper order forms, cash collection, and delivery day sorting, so organizers can manage everything from their phones while orders ship directly to each supporter.
Keeping the Right People Involved from the Start
Some fundraisers fall apart because the wrong roles go to the wrong people. Not everyone works well at the front table or wants to be the one texting updates. And that’s okay. The best results happen when we match tasks with the right kind of help.
Here’s what helps a team stay balanced:
• Think about people’s schedules before asking them to lead something
• Spread out the workload instead of giving it all to two or three people
• Look at each sport or group’s needs, cheer and soccer have different time demands than band or choir
When volunteers feel like they’re matched with the kind of job they can actually do, they’ll feel more confident and willing to help the whole time.
Keeping Everyone Engaged Through to the End
Most volunteers care. They sign up because they want the team or group to succeed. But all kinds of things can pull their focus once things get started. It’s not always a lack of interest. Sometimes it’s just a lack of structure.
If we want people to stay involved, here’s what works best:
• Make roles clear and simple from the beginning
• Set up easy tools like shared calendars or group messages
• Keep in contact so anyone can say if they’re running into trouble
School group fundraising gets better when volunteers feel like part of a real team. That’s the part that makes a difference. Clear plans and steady support help people stay connected, even when things get busy.
Every Role Matters, All the Way to the Finish Line
It’s easy to start strong and then hit a wall midway. Volunteers drop off, communication slows down, and goals start to slip out of reach. But that doesn’t mean something is broken. Sometimes people just need a little help staying on track.
With a bit of structure, kind reminders, and tools that work in real life, fundraising can feel like something people enjoy. It should never feel like a burden. When everyone knows their role and feels like it matters, they’re more likely to finish what they started. That kind of teamwork is what makes a difference.
When your group is gearing up for a new season, it’s the perfect opportunity to set everyone up for success with smart tools and clearly defined roles. We’ve seen just how much smoother everything runs when volunteers feel supported and understand what to expect. Whether you’re working with a band, a cheer squad, or parent helpers, the right plan can help every part of your school group fundraising effort thrive from start to finish. At Team Butter, we’re here to help your team stay focused, organized, and energized, reach out to get started.