From Tombola to Tap-to-Pay: Supercharging Your Next School Fete

Remember the good old school fete? The clatter of the tombola drum, the frantic search for loose change for the bake sale, and the giant jar of sweets just waiting to be won. While these events are steeped in wonderful nostalgia, the way we pay for things has dramatically changed. In a world where a tap of a card or phone is second nature, relying solely on cash can leave your fundraising efforts falling short.

Let's be honest, fewer people are carrying cash these days. In fact, a staggering 86% of point-of-sale transactions are now electronic. If you're not offering a digital payment option, you're likely missing out on donations and sales.

The good news? Upgrading your payment system is easier and more affordable than ever. It’s time to ditch the cash box headaches and embrace the seamless world of tap-to-pay.

The Problem with a Pockets-Full-of-Change Approach

Running a cash-only event in 2025 presents a few hurdles. Beyond the simple fact that fewer people carry it, you have to consider:

• Security Risks: Managing large amounts of cash on-site is a security concern.
  

• Volunteer Burden: It requires significant volunteer time for counting, reconciling, and making bank deposits.

  
  

• Lost Opportunities: You miss out on impulse buys. When someone can tap their card for that extra go on the coconut shy or buy another slice of cake, your fundraising total will thank you for it.

Going Digital: Your Options Around the Globe

Choosing the right payment system often depends on your location, as different regions have their own payment habits.

Southeast Asia: All About the Mobile Wallet

In Southeast Asia, the mobile phone is king. The region is a world leader in digital payments, with a massive preference for QR code-based transactions and mobile wallets.

• Top Players: Super apps like GrabPay, GoPay, and ShopeePay are dominant.

  
  

• How it Works: The beauty of this system is its simplicity. You can implement QR code payments with minimal hardware – often just a smartphone or tablet is enough to get you started.

  
  

Europe: Cards are King (Especially Contactless)

Europeans have warmly embraced card payments, with a strong preference for contactless transactions. Robust security and data protection regulations like GDPR shape the market here.

• A Popular Choice: SumUp has become a favourite for events, offering competitive rates (around 1.69%) and card readers with built-in SIM cards, so you’re not reliant on patchy venue Wi-Fi.

  
  

• Proven Success: Some schools using these systems have reported that over 75% of their transactions were contactless, leading to record-breaking fundraising income.

  
  

North America: Integrated Platforms are the Winner

In North America, the trend is towards integrated business platforms that do more than take money.

• A Market Leader: Square is incredibly popular for school and fundraising events. You can get a simple contactless and chip reader for around $65. Its real strength lies in the integrated software that helps with inventory management and provides sales reports to see what’s selling well.

  
  

• Another Big Name: Stripe is a powerful, flexible alternative, supporting over 135 currencies. It's a bit more tech-focused, making it a better fit for larger organisations with some IT know-how.

  
  

Getting Started: A Simple 3-Step Plan

Ready to make the switch? Don't worry, you don't have to go all-in at once. A phased approach is the key to a smooth transition.

Phase 1: Assess and Plan

• Review Your Needs: Start by looking at your current process. What are the main pain points?
  

• Engage Your Team: Talk to everyone involved – administrators, parent volunteers, and stallholders – to understand their needs and concerns.

  
  

• Test the Waters: Before your main event, why not trial a new system at a smaller gathering? A uniform sale or a bake-off could be the perfect opportunity to test different providers.

  
  

Phase 2: Run a Pilot

• Limited Rollout: Use a new payment system at a non-critical event first. This allows you to iron out any kinks without the pressure of the big summer fete.

  
  

• Gather Feedback: Ask parents and volunteers what they thought. Was it easy to use? What could be improved? This feedback is gold for planning your full deployment.

  
  

Phase 3: Full-Scale Deployment

• Train Your Volunteers: The success of the day will hinge on your volunteers feeling confident. Hold hands-on training sessions so they know how the devices work, what to do if a payment is declined, and who to call for tech support.

  
  

• Keep a Backup: For your first big event, it’s wise to keep traditional cash payment options available as a backup.

  
  

• Spread the Word: Let everyone know in advance! Use newsletters, emails, and social media to announce your new, convenient payment options. On the day, make sure you have clear signage at every stall.

  
  

It's More Than Just a Transaction at Your School Fete

By making it easier for your community to support you, you’re not just processing payments; you're enhancing the entire event experience. A smooth, frustration-free payment process means happier visitors who are more likely to stay longer, spend more, and leave with a positive feeling about your organisation.

Adopting modern payment solutions reduces administrative headaches, boosts your fundraising potential, and provides a safer, more convenient experience for everyone involved.  It’s a simple change that can make a world of difference.

And...

Don't forget that a little bit of loyalty goes a long way - reward people for spending more. Everyone wins!