Worlds Finest Chocolate Fundraiser Checklist

Before Your Sale

Set dates that don't conflict with other events, holidays, or big efforts by your participants, planning for about 3 weeks from start to finish.
Plan a simple prize program to promote participation. See the help guide at worldsfinestnorthtexas.com for examples.
Go ahead and begin purchasing prizes so they'll be ready for distribution during or right after the sale.
Sponsors of middle and high school sales in particular should stress to students the need to sell off campus, in neighborhoods, to relatives and at area businesses.
Set goals at the group and individual level. Make sure everyone understands the reason for the fundraiser.
Check out our social media kit for images, templates and text to help promote your fundraiser online.
Prepare a record keeping system you're comfortable with to keep track of who has chocolate, who has paid for it, and in what amounts. I recommend my custom Google Sheets tracker (worldsfinestnorthtexas.com), which you can copy to your own Google Drive and use as needed.
Plan a kickoff event to pump up your participants and send them off with participation letters explaining the sale that they can sign and return to get their first case of chocolate.
For school campuses, remind your teachers and staff of the kickoff details in the days leading up to it.

Watch for your order confirmation in your email and verify that the details are all correct.
Identify the door through which the chocolate will be brought in. Whenever possible, select a door that is wide enough to accommodate a pallet on a pallet jack. Plan ahead with maintenance staff when needed in order to be able to remove double door dividers.
Identify an area to store your chocolate that is dry, secure, large enough, and maintained at 70–75 degrees.
Ensure the storage area is away from hazards including strong odors, chemicals, pests, and heat sources like vents or windows, and exterior walls.
Recruit volunteers as necessary to move the chocolate into its final storage area. Carts are indispensable, and gloves are recommended.
Notify front desk staff that a chocolate delivery will be taking place and inform them of how to direct the driver.
At delivery, verify that the correct number of cases has been delivered and note any problems on the bill of lading. Notify Alan as soon as possible of shortages or damaged cases.

Hang up posters and advertise the sale on the marquee as well as through campus email and notification systems.
Make sure your letters are distributed to all potential participants in concert with the kickoff.
Hand out one unpaid case per signed permission slip, while also encouraging those who can to prepay for multiple cases at once.
Be ready to distribute chocolate and track sale activity as signed letters are returned.
Watch early returns on a per class basis: low participation which may indicate a classroom that missed getting its letters out.
Keep your rep apprised of any problems.
Continue to push the sale with announcements, social media, signage and bonus prizes.

If you have cases leftover, consider announcing a brief sale extension, push the option to prepay for multiple cases, emphasize the strategy of selling by the whole case whenever possible, and consider offering to let sellers keep $10 per case they sell after a certain date to help motivate participation. Ask other groups on campus if they may need cases for upcoming events, or consider keeping a few for upcoming events your own group is planning.
Send polite reminders to families with outstanding payments. Alan can provide a template.
To return unopened, like-new cases that were never sent home within 30 days of delivery, submit your request for review at worldsfinestnorthtexas.com prior to your invoice-due date.
Invoices for orders on credit are due 30 days after delivery. Pay online using the link at worldsfinestnorthtexas.com.