A school class has a class fund; a dance group, football section or art club usually has nothing — until the season of costumes, competitions and the coach’s birthday arrives. Then someone ends up with a card and a pile of screenshots. Here is how to run the collection so it stays voluntary and transparent.
What parents usually chip in for
- Costumes, props and shoes for a concert or show.
- Hall or stage hire for a year-end performance.
- Entry fees, transport and accommodation for competitions.
- Tea and sweets after a performance.
- A gift for the coach on a birthday or at the end of the season.
Lesson fee and contribution are different
The lesson fee is paid under the contract and covers the coach and the premises. A contribution is voluntary money on top, for what the contract does not cover. Never mix them in one message: parents must see what exactly they pay for.
Five steps
- Hold a meeting (even a 15-minute call) and agree what you collect and why.
- Write a one-page record: purpose, amount per family, “voluntary”, treasurer.
- Make a budget for each event and divide it by the number of families who take part.
- Collect separately for each event, with its own deadline.
- Report: what was collected, what was spent, who holds the change.
A short record of the meeting
“Parents’ meeting of the [name] group, [date]. Present: [number] families. Decided: to collect voluntary contributions of [amount] RUB per family for [costumes for the concert on date]. Participation is voluntary; non-payment is no reason to limit a child’s attendance. Treasurer: [name]. A report will be posted by [date]. Signatures of those who attended.”
A longer sample with a treasurer’s receipt is in minutes of a parents’ meeting about collecting money.
Chat messages
Costumes: “Parents, for the concert on [date] we need costumes: the budget is [total] RUB, which is [amount] per family. Optional, by [date]. Details and receipts in the group: [link].”
Competition trip: “We are going to the [name] competition on [date]. Costs: entry [x], transport [y], accommodation [z]. Per travelling child — [amount]. Families who do not travel pay nothing.”
Coach’s gift: “[Name]’s birthday is on [date]. We would like to give a gift from the group. Optional, around 300 RUB, transfer by [date] to [treasurer].”
Reminder: “Friends, a quiet reminder about the costume collection — the deadline is [date]. If it is tight this month, tell the treasurer privately.”
Collection names that read well
- “Costumes for the concert”
- “We are going to the competition!”
- “Hall for the year-end show”
- “Thank you, coach!”
- “Tea after the performance”
Transparency without shaming
Post the total, the spending and receipts — not a list of who has not paid. A list of non-payers in the group chat is the fastest way to start a conflict; see how to remind about an unpaid collection. A free DeliBabki group keeps contributions, expenses and receipts in one place.
Frequently asked questions
Can you collect money from parents in a club or dance group?
Yes, as voluntary contributions for specific needs: costumes, a competition trip, hall hire, a gift for the coach. Nobody may be forced, and refusing to pay is no reason to keep a child out of class. Paying for lessons under a contract is a separate matter: it is a service fee, not a collection.
How is a contribution different from the lesson fee?
The lesson fee is paid under a contract and covers the coach and the premises. A contribution is voluntary money on top, for what the contract does not cover: concert costumes, transport, tea after a performance. Do not mix them or parents lose track of what they are paying for.
Do you need minutes of a parents’ meeting for a club collection?
It helps. A one-page record states what is being collected, how much, that it is voluntary and who the treasurer is. It protects the treasurer and the parents from later arguments about who decided what.
How do you collect for competitions and trips?
A separate collection for each trip, with a budget: entry fee, transport, accommodation, food. Divide the budget by the number of travellers; families who do not travel pay nothing for the trip.
How much for the coach’s gift?
Around 200–500 RUB per family for a birthday or end of season, marked as optional. The key rules are one equal amount and no list of non-payers in the group chat.
Collecting for the group?
One link for all parents: who has paid, what was spent, receipts attached.
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