Fundraising
How to host a successful BBQ fundraiser
BBQ fundraisers are relatively simple and can be held all year round. It is a great way to connect to your community while raising money and awareness about an important cause, social justice movement or your favourite charity.
In a hurry?
Discover important information and handy tips to make your next BBQ fundraiser a success:
- When’s the best time to hold a BBQ fundraiser?
- Where can I hold my BBQ fundraiser?
- What should I sell at my BBQ fundraiser?
- What supplies do I need to host a successful BBQ fundraiser?
- How should I handle petty cash at the BBQ fundraiser?
- How can I promote my BBQ fundraiser?
- Can I get donations from businesses for the BBQ fundraiser?
- Can I hold a Bunnings BBQ Fundraiser?
- Can I apply for a Coles or Woolworths Grant?
When's the best time to hold a BBQ fundraiser?
Before hosting your sausage sizzle or BBQ fundraiser, the first thing you have to decide on is the date. Weekends are the best if you want lots of people coming to your fundraiser. However, if that isn’t possible and you need to host your BBQ on a week day, then remember to adjust the amount of food to prepare in order to reduce waste.
While BBQ fundraisers are popular any time of the year, in order to maximise your profit margin, consider holding it during a key event that will attract hungry mouths in droves:
While BBQ fundraisers are popular any time of the year, in order to maximise your profit margin, consider holding it during a key event that will attract hungry mouths in droves:
- Election day at your local primary school (who doesn’t love a democracy sausage?)
- Bake sale or a school fete day (balance all those sweet treats with a nice savoury sanga)
- At your local sporting club’s grand final day (lots of hungry players and spectators to feed)
- Seasonal street BBQ (summer and spring are best but a plate of hot food goes well in winter and autumn too)
- To celebrate the grand opening of your new business, project or venture (what better way to celebrate a milestone than to fundraise for a good cause?)
Photo credit: Annie Carter
Where can I hold my BBQ fundraiser?
If you have a big backyard, and you want to run an exclusive fundraising event just for your family and friends, then you can always do it at your home. However, if you do want to cater to large crowds and raise as much money as possible, consider the following venues:
- Park or showground – every local government area has a well-equipped public space that is ideal for running a BBQ fundraiser. Grills, picnic tables, and rubbish bins are easily accessible. Be sure to check with your local council to see if you need a permit to hold a public event or to book the space in advance.
- Your local school – talk to them about any upcoming events, such as sports days, fun runs or fetes that you can piggyback your BBQ fundraiser on
- Your nearest sports club – reach out to them to see if you can hold your BBQ fundraiser at their next big event
- Community farmers markets – you may have to pay for a stall but you might be able to get a discounted rate or an exemption if you fundraise for a registered charity. You can also ask the market organisers to sponsor your stall. If they agree, remember to thank them publicly on social media and as part of your BBQ fundraiser promotions
- Your nearest Bunnings – remember to book your slot well in advance.
What should I sell at my BBQ fundraiser?
A sausage sizzle is the easiest way to go: the classic combo of beef sausage, caramelised onions, and tomato or BBQ sauce on white bread is a crowd pleaser.
If you want to be more diverse and inclusive, consider including the following options:
If you want to be more diverse and inclusive, consider including the following options:
- Chicken sausages (for people trying to avoid red meat)
- Halal or kosher sausages (for any patrons with dietary needs as part of their faith)
- Meat substitute sausages (for vegans)
- Falafel or veggie patties (for vegetarians who don’t eat meat-tasting substitutes)
- Gluten-free bread (for anyone who might be gluten intolerant or celiac)
Additional items to sell at your BBQ Fundraiser:
- Dessert – homemade cupcakes, cookies or slices
- Fruit – either whole or as fruit salad cups
- Bottled Water – the safe drink option and all-round people pleaser
- Soft Drinks and Juice Boxes – for anyone who wants to indulge or needs a boost of energy
Photo credit: Pixabay
Make a checklist of the following items:
Food
Adjust these quantities based on your expectation of turnout:
- 500 – 600 thin sausages (beef/pork/chicken/vegan/vegetarian/halal/kosher – be sure to keep all these items separated and labelled to avoid accidental cross-contamination)
- 25 loaves of bread (Pre-order in advance from your local supermarket or bakery)
- Optional: 2 loaves of gluten-free bread (Keep this separated from other bread)
- 10kg of brown onions (Slice a day in advance and store in the fridge in an airtight container)
- 8 litres of sauce (Include a variety of choices: BBQ, tomato, mustard, garlic aioli, Sriracha or another hot sauce, and sweet chilli sauce)
Drinks
A mix of drinks will ensure everyone is catered to (again, adjust for your turnout):
- 48 Bottles of water
- 48 Coke Zero cans
- 24 Pepsi Max cans
- 24 Coca-Cola cans
- 24 Pepsi cans
- 48 Lemonade cans (include diet)
- 48 Fanta cans (you can replace half with juice boxes)
Fruit/dessert
If selling dessert or fruit, only make one batch of each item. You can always double or triple it, if you are fairly certain that lots of people will turn up:
- 12 cupcakes (vanilla or chocolate are a good choice)
- 12-16 biscuits/cookies (depending on your recipe)
- One tray of slice (mint, caramel, and vanilla custard are failsafe favourites)
- 12 Watermelon, pineapple or mixed fruit cups (you can sell these as part of ‘combos’ or ‘meal deals’)
Other supplies
Organise the following in advance to avoid stress on the day:
- Hand sanitiser and extra face masks for volunteers (COVID-safety is important)
- 2-4 rolls of paper towel
- 600 napkins (extras are always a good idea)
- 1 regular bottle of cooking oil/spray
- 4-5 eskies
- Cooking utensils – tongs, spatula, knives, cooking spoons
- Cleaning items – aprons, hand and tea towels, dish cloths or Chux wipes, BBQ scraper, and dishwashing detergent
- A money float tin of mixed coins and notes – keep one dedicated person on cashier duty at all times
- Easy-to-read sign with menu and prices, two to three copies at least – prepare in advance
- The Fred Hollows Foundation posters and brochures – contact us in advance to ensure you receive them on time
- Roster and volunteers – if you are having a significant fundraiser with a big crowd you will need 4 people working at all times in 2-3 hour shifts; one to cook, one to handle cash, one or two to distribute sausages
- Emergency items, including a first aid kit and fire extinguisher and blanket
- Additional items to consider: pen, notepad, sunscreen, bug spray, ziplock bags, takeaway containers
4 important points to keep in mind:
- The quantities we’ve listed are for BBQ fundraisers held on weekends between the hours of 9am and 4pm
- For weekday BBQs, reduce supplies by about 20% as customer numbers will be lower. You may also want to reduce the hours of operation.
- Allow an hour either side for set up and pack down. Don’t forget additional time to count your earnings
- Weather conditions and public holidays may impact crowd numbers – adjust quantities accordingl
How should I handle petty cash at the BBQ fundraiser?
Most BBQ fundraisers are cash only, so you don’t have to organise an eftpos machine. And while people usually have a gold coin, some buyers may give you a $5 or $10 note, with a few $20 or $50 notes coming your way too.
Keep a float handy to give change when that happens. A mix of coins and notes amounting to $270 is a good float to have:
Keep a float handy to give change when that happens. A mix of coins and notes amounting to $270 is a good float to have:
- $30 each of 50 cents, $1 and $2 coins
- $60 each for $5, $10 and $20 notes
Remember to bank your funds immediately for safety reasons. More than one person should do this for security and safety.
Once deposited, you can make a one off donation by credit card or Paypal to The Fred Hollows Foundation. If donating to another charity, contact them in advance to determine the best way of making your donation.
Photo credit: Lorraine Hannah - FPC Courier
How can I promote my BBQ fundraiser?
If you are fundraising for The Fred Hollows Foundation, you can set up a fundraising page, which you can then share with your family, friends, co-workers, and others in your network.
The easiest way to promote your BBQ fundraiser is to share event details on your social channels and ask your followers to share with their networks. Emailing all your contacts can also be a good way to get people interested.
You can also generate interest by printing out posters or flyers and putting them on community notice boards at the local library, school, community hall, and even your grocer.
Remember that word-of-mouth is one of the best ways to make people aware of your BBQ fundraiser. It’s a great way to attract not just patrons but also volunteers to help you organise your charity event.
The easiest way to promote your BBQ fundraiser is to share event details on your social channels and ask your followers to share with their networks. Emailing all your contacts can also be a good way to get people interested.
You can also generate interest by printing out posters or flyers and putting them on community notice boards at the local library, school, community hall, and even your grocer.
Remember that word-of-mouth is one of the best ways to make people aware of your BBQ fundraiser. It’s a great way to attract not just patrons but also volunteers to help you organise your charity event.
Can I get donations from businesses for the BBQ fundraiser?
It’s always a good idea to approach local businesses in your area to see if they can support your fundraiser. You can ask your local supermarket, butcher, baker, and deli if they’d like to support your charity fundraiser. In exchange, you can offer to hand out flyers promoting their business at your stall and thank them on social media by tagging their Instagram, Facebook or Twitter handle.
Can I hold a Bunnings BBQ fundraiser?
Bunnings is the original home of the BBQ fundraiser, and a great option. They also have a lot of foot traffic and their patrons are strong supporters of the sausage sizzle.
To host your BBQ at Bunnings, apply well in advance. To get on the fundraising roster, you may email the store but it’s better to speak in person with the activities manager at the store in order to get a quick answer.
A couple of questions to ask the Bunnings manager when you speak to them:
To host your BBQ at Bunnings, apply well in advance. To get on the fundraising roster, you may email the store but it’s better to speak in person with the activities manager at the store in order to get a quick answer.
A couple of questions to ask the Bunnings manager when you speak to them:
- Can I sell drinks? This is not possible at all Bunnings stores.
- Are tables provided? You’ll need two to four tables to handle the food and receive money and give change.
- How much can I charge? Some stores have rules for the maximum prices that can be charged.
Once you have secured the venue and date for your BBQ fundraiser, you can start preparations.
You will also need a Letter of Authority to fundraise for The Fred Hollows Foundation, and a Certificate of Insurance. Call us on 1800 627 892 and we will send the necessary documents.
You can also contact The Foundation for additional posters and other material to make your fundraiser a success.
You will also need a Letter of Authority to fundraise for The Fred Hollows Foundation, and a Certificate of Insurance. Call us on 1800 627 892 and we will send the necessary documents.
You can also contact The Foundation for additional posters and other material to make your fundraiser a success.
Photo credit: The Fred Hollows Foundation
Each Woolworths and Coles store has a budget for community groups and the money may help you buy everything that you need for your BBQ.
Contact your local Coles or Woolworths to see if you qualify for their grant program. If you do, you may have to fill out a one page form in-store at their customer service desk.
It is up to the local manager to approve your application, and speaking with them directly may help you get an instant decision that’s in your favour.
Contact your local Coles or Woolworths to see if you qualify for their grant program. If you do, you may have to fill out a one page form in-store at their customer service desk.
It is up to the local manager to approve your application, and speaking with them directly may help you get an instant decision that’s in your favour.
COVER PHOTO: The Fred Hollows Foundation