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How to Promote Your PTA Fundraiser with Email Marketing

  • 6 min read
PTA Fundraiser

Why should I opt for email marketing? You might ask. Well, the answer is simple. You should opt for email marketing because it’s one of the most crucial and effective means of communication. It’s also a great way to increase engagement, increase your click-through rate, and reach a wider audience. Keep reading to find out how you can leverage email marketing to promote your PTA Fundraiser.

Email marketing is a type of direct marketing that involves the use of Emails to promote events, products, and services to both existing and potential customers. Using Email marketing to promote your PTA fundraiser will go a long way in increasing awareness for your event. But emails are so old-fashioned, you might say. Well, let us take a look at the statistics below.

2022 Statistics show that;

  • There are 4 billion daily email users.
  • 99% of email users check their inbox every day, with some checking 20 times a day. Of those people, 58% of people check their email first thing in the morning.
  • Nearly 22% of all email campaigns are opened within the first hour of sending.
  • The average click-through rate was 6%.
  • Over 75% of event creators pick email marketing as their most effective strategy, with 45% of event ticket sales coming from emails.
  • Event-related emails generally see a 28% open rate.

There you have it! Although it is one of the oldest methods of marketing, it is still very effective. You can use email to generate interest long before tickets go on sale, then follow up with campaigns that encourage your members to act fast before tickets sell out or become unavailable.

Below are steps you can take to promote your Parent Teacher Association fundraiser with Email marketing.

1. Develop an Email Marketing Strategy

The first step to running a successful email marketing campaign for your PTA fundraiser is to develop a strategy. An email marketing strategy is like a business or event plan. It helps guide your marketing journey. It also helps you evaluate the effectiveness of your email marketing campaign. Your email marketing strategy should include important information such as

  • Your events goals and objectives
  • The types of emails to send out
  • Number of emails to send out
  • The right days and times to send out your email
  • A metric to measure the success of your campaign, etc.

An email marketing strategy lays the foundation for your event planning and it should not be overlooked.

2. Segment Your Audience

A good way to make sure your promotional emails are read by the right people, and that you aren’t boring your audience with content they don’t need or care about is to segment your audience. Segmentation allows you to divide your email list into different groups that can receive different emails or different versions of the same email. You can use online tools such as RunPTO to segment your audience. RunPTO’s email blast feature allows you to segment your audience into groups such as volunteers, event planning committee members, donors, etc, and send out specific emails to each group. You can also use RunPTO to create volunteer signup forms and online fundraiser forms for your PTA event.

3. Use a Compelling Subject Line

Study shows that the average human has an attention span of 8.25secs. As such, you need to come up with a very compelling subject line that would grab their attention in the first 5 secs and motivate them to click on your email.

Here are a few tips for writing a compelling subject line.

  • Keep it short
  • Avoid spam words like Free or Now.
  • Use concise language
  • Spark curiosity.
  • Personalize your email.

4. Arouse Interest in Your PTA Fundraising event

The next step is to get people hyped about your fundraising event. Provide enough information in your email to get them interested but leave out enough to encourage registration and attendance. You can share some details about the event like what’s coming and what to expect about the event. Your email should include promotional content and media( teaser videos or photos) to create hype. Be sure to leave room for questions and feedback.

5. Invite People to Your PTA Event

Send out invitational emails with additional information about your PTA fundraising event such as the date, time, and location. Use personalized subject lines like “You’re invited to” to make your invitees feel special. To make things more interesting, you could add exclusive offers to encourage people to sign up for and attend your event. Appeal to people who’ve attended your events in the past by offering them a limited-time discount on VIP access. Include Information about special offers and perks they can access for being VIP. Make it worthwhile for them to pay more. You can also use RunPTO’s online fundraiser forms to encourage parents/ supporters who cannot attend to still donate to your cause. RunPTO’s online fundraiser forms are easy to set up, mobile-friendly, and easy to fill out. It also offers online and offline payment options.

6. Encourage Social Media Shares

Many events spread via social media or word-of-mouth. You can Increase awareness for your PTA fundraisers by sending emails to your members, donors, and volunteers asking them to invite their friends and family. Add a CTA (Call To Action) urging individuals on your email list to share flyers, teaser videos, and photos about your event with their network. Use visually appealing photos and short videos to increase the chances of them sharing it on social media. Lastly, Include links or buttons to make it easier for your members to direct others to your event landing page or your social media feeds.

7. Send Out Reminders

As the date of your event approaches, you want to get as many people signed up as possible. That means you need to send reminder emails that include a sense of urgency and a bold CTA that points to registration. You can also intrigue readers by including captivating photos, intriguing information about the presenter’s bio, band highlights, catering and menu choices, and other intriguing nuggets. You can use RunPTO’s calendar management feature to add details of your event (date, time, and location) and distribute it easily to all your members, donors, and volunteers so they do not forget.


Promoting your PTA fundraiser via Email Marketing has a lot of perks. To make your email marketing campaign even more successful, always remember to;

  • Include a CTA in all the emails you send out
  • Make your emails as engaging as possible
  • Use email personalization to increase the open rate.
  • Pay attention to your email designs
  • Send thank you emails at the end of your events

Let us help you get started on your email marketing journey with RunPTO’s Email Blast today.

Visit RunPTO by CloudInfoSystems to get started.