Night at the Races PTA Fundraiser for Schools

Week 8: Planning Your Night at the Races PTA Fundraiser

• Form your committee (4–6 parent volunteers)
• Book your school gym or cafeteria for the event date
• Purchase your night at the races kit and download all materials
• Review all materials and assign volunteer roles

Weeks 6–7: Sponsorship & Marketing

• Approach local businesses for race sponsorships ($100 each)
• Open horse naming sales to school families ($25 each)
• Create and distribute promotional flyers to all students
• Post about the event on school social media and newsletter

Weeks 4–5: Logistics & Materials

• Print race tickets, race programs, and tote boards
• Confirm equipment (projector, sound system, screen)
• Arrange concessions (pizza, snacks, drinks)
• Collect silent auction donations from local businesses

Weeks 2–3: Final Preparations

• Send reminder emails/flyers home with students
• Get cash float from school office ($200–300 in small bills)
• Finalize volunteer schedule and run a brief walkthrough
• Test all equipment and video playback

Week 1: Event Week

• Set up venue 2–3 hours before start time
• Arrange tables, chairs, tote desk, concessions area
• Final sound and video check
• Brief all volunteers on their roles

Event Night: Enjoy Your Success!

Follow your virtual host, let families have fun, and watch your night at the races PTA fundraiser exceed its target.

Is a night at the races PTA fundraiser right for elementary schools?

Absolutely! A night at the races PTA fundraiser is completely family-friendly. The excitement of horse racing appeals to all ages — from children cheering on their favorite horse to grandparents enjoying the nostalgia. Many elementary schools run it as an annual tradition that brings entire families together.

How many volunteers does a night at the races PTA fundraiser need?

For a typical night at the races with 100–150 attendees, you’ll need 6–8 volunteers: 2–3 for the tote desk, 2 for concessions, 1 for setup/AV, 1–2 for raffle/auction, and 1 for coordination. With our virtual host system (Premier package), you don’t need anyone comfortable with public speaking — the videos guide everything automatically.

Do we need any special permits or licenses?

Night at the races fundraisers are commonly run by schools and PTAs across the United States. Whether a permit or license is needed depends on your state and on how the event is run, including how you sell tickets and handle prizes or payouts.

Laws and regulations differ by state, county, and school district. Nothing here constitutes legal advice. Always confirm requirements with your school administration before hosting your event. The National PTA is a good starting point for guidance on fundraising compliance in your state.

What equipment does a night at the races PTA fundraiser need?

You’ll need: (1) a laptop or computer, (2) projector and screen (or large TV), (3) sound system with speakers, and (4) a printer for tote materials. Most schools already have this in their gym or cafeteria. Our night at the races kit includes all the digital files — you just need standard AV equipment to play them.

When is the best time to hold a night at the races PTA fundraiser?

Evening events (6–8pm) work best because entire families can attend together. This maximizes attendance and fundraising potential. Some schools successfully run afternoon events (3–5pm) on weekends. Avoid school hours — it limits your fundraising audience to just students.

How long does a night at the races event last?

Plan for 2–2.5 hours total. This includes arrival/registration (15 mins), races with tote pool between each (90 mins), and time for silent auction reveals, raffle drawings, and cleanup (30 mins). The pacing keeps families engaged without running too late on a school night.

What’s the typical attendance for a school night at the races?

Elementary schools typically see 80–150 attendees (families with multiple members). Middle schools average 60–100. High schools vary widely (50–200) depending on school size and culture. Marketing is key — send flyers home with every student and post on school social media.

Can we reuse the night at the races kit multiple times?

Yes! Once purchased, you have unlimited use of your night at the races kit. Run it quarterly, annually, or whenever your PTA needs funds. Because families don’t remember specific race outcomes, the excitement stays completely fresh. Many schools make it an annual tradition — the $199 investment pays for itself with one successful event.

What if parents have concerns about a night at the races PTA fundraiser?

Frame it as “play money entertainment” rather than gambling. There’s no actual financial risk — families spend $10–15 for an evening of entertainment, similar to going to a movie. The educational angles (math skills, probability, decision-making) can be emphasized. In 20+ years, objections are rare when it’s positioned as family entertainment and community fundraising.

Which package is best for a first-time night at the races PTA fundraiser?

Most PTAs choose our Premier package ($199) for first events because the virtual host makes everything simple for parent volunteers. If you have an experienced, charismatic parent willing to MC the event, the Complete package ($149) saves $50. The Starter ($79) works for very small schools (under 50 families) but limits fundraising potential with only 6 races.

★★★★★

“The races were a riot and definitely worth their value. Cheering and laughing were heard throughout the crowd! We will be doing this type of event next year!”

Todd Jones

Treasurer, Lake-Lehman Soccer · Pennsylvania · 50 guests · raised around $5,000

★★★★★

“It was a HUGE hit! Everyone loved it. High energy, easy to play, we will def be hosting another one next year!”

Krista K.

Vice President, Barrington Little League · New Jersey · 100 guests

★★★★★

“Dave was excellent helping us sort out the problem, talking to me personally to help. Very impressed with the download and the help.”

Susan G.

Organizer, Ladies in Pink · 97 guests