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Starting a Community Fundraiser in Kenya: Simple Tips

11 min read
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Easy Access Staff

Introduction

Community fundraisers, known as “harambees” in Kenya, are a powerful tradition of coming together to help those in need. Whether someone needs medical treatment, school fees, funeral expenses, or a community project needs funding, organizing a fundraiser can bring people together to make a difference.

This guide will show you how to organize an effective community fundraiser in Kenya, from planning to execution, while keeping things simple and transparent.

When to Organize a Fundraiser

Appropriate Situations

Medical Emergencies

  • Hospital bills for serious illness or accident
  • Surgery costs
  • Ongoing treatment for chronic conditions
  • Medical equipment or supplies
  • Travel for specialized treatment

Education Needs

  • School fees for orphans or needy students
  • University or college fees
  • Vocational training costs
  • School supplies and uniforms
  • Building or renovating school facilities

Funeral Expenses

  • Burial costs
  • Transportation of body
  • Funeral arrangements
  • Supporting bereaved family

Community Projects

  • Building or renovating churches, mosques, or community centers
  • Water projects (boreholes, tanks)
  • Road improvements
  • Supporting local self-help groups

Emergency Relief

  • Fire victims
  • Flood or disaster victims
  • Supporting families after tragedy

When Fundraising May Not Be Appropriate

  • Luxuries or non-essentials
  • Business investments (unless clearly a community business)
  • Personal debt repayment
  • Repeated fundraisers for same person (people may lose trust)

Planning Your Fundraiser

Step 1: Assess the Need

Verify the Situation

  • Confirm the need is real and urgent
  • For medical: Get hospital bills, doctor’s letters
  • For school fees: Get school fee structure, admission letters
  • For projects: Get cost estimates, project plans

Determine the Amount Needed

  • Be realistic and specific
  • KES 50,000 for hospital bill (not “please help”)
  • Break down costs if possible
  • Consider ongoing needs (not just one-time)

Step 2: Form an Organizing Committee

Choose Trustworthy People (5-10 members)

  • Community leaders or elders
  • Church or religious leaders
  • Family members (for personal needs)
  • Professionals (teacher, nurse, business owner)
  • Someone good with numbers (treasurer)

Assign Roles

  • Chairperson: Leads meetings, represents group
  • Secretary: Takes notes, handles communications
  • Treasurer: Manages money, keeps records
  • Members: Mobilize community, contact donors

Why a Committee Matters

  • Builds trust (not just one person)
  • Shares work
  • Provides accountability
  • Brings different networks

Step 3: Choose Fundraising Methods

Physical Harambee Event

Traditional community gathering where people donate publicly.

Best For: Community projects, local needs, building social support Time to Organize: 2-4 weeks typically Pros: Personal touch, community building, immediate collection Cons: Requires venue, people must attend, weather dependent

Online Fundraising Platforms

M-Changa (www.mchanga.africa)

  • Most popular in Kenya
  • M-Pesa integration
  • Easy to set up
  • Transparent tracking
  • Small transaction fees

GoFundMe Kenya

  • International reach
  • Credit card donations
  • Shares easily on social media

Tuko Pamoja

  • Kenyan platform
  • Mobile money integration

JamboPay

  • Payment collection
  • Multiple payment methods

Best For: Medical emergencies, wider reach beyond community Pros: 24/7 donations, reaches more people, lower overhead Cons: Requires internet, some fees, less personal

Social Media Appeals

Facebook, WhatsApp, Twitter, Instagram campaigns

Best For: Urgent needs, wide reach Pros: Free, fast, reaches many people Cons: Hard to verify authenticity (scam concerns), no centralized collection

Church/Mosque/Community Group Collections

Announce need during services or meetings

Best For: Community members, regular groups Pros: Built-in trust, regular giving opportunity Cons: Limited to group members

Workplace Collections

“Wazee wazee” or “staff welfare” contributions

Best For: Helping colleagues or their families Pros: Regular deductions possible, workplace matching Cons: Limited to workplace

Combination Approach (Usually Best)

  • Physical event + online platform
  • Social media + church announcements
  • Reaches more people, multiple ways to give

Step 4: Set a Date and Venue (for Physical Event)

Choose the Right Date

  • Avoid conflicting with other major events
  • Consider when people have money (after paydays)
  • Weekend or public holiday (when people are free)
  • Allow 3-4 weeks for preparation

Select Appropriate Venue

  • Church, school, community hall, or open space
  • Accessible to community
  • Can accommodate expected crowd
  • Has shelter (in case of rain)
  • Free or low-cost if possible

Get Necessary Permissions

  • Chief’s approval (may require letter)
  • Venue owner permission
  • Police permit if expecting large crowd

Step 5: Create a Budget

Event Costs to Consider

  • Venue rental (if not free): KES 0-5,000
  • Public address system: KES 2,000-5,000
  • Chairs and tables (if renting): KES 3,000-10,000
  • Refreshments (tea, sodas, snacks): KES 5,000-20,000
  • Printing (posters, programs): KES 1,000-3,000
  • Transport for organizers: KES 1,000-5,000
  • Miscellaneous: KES 1,000-3,000

Total Typical Event Cost: KES 15,000-50,000

How to Fund Event Costs

  • Committee members contribute
  • Small advance donations from well-wishers
  • Keep costs minimal
  • Deduct from total raised (with transparency)

Online Platform Costs

  • M-Changa: About 3-5% transaction fees
  • GoFundMe: 2.9% + KES 30 per transaction
  • Some costs unavoidable but worth the reach

Organizing the Event

1. Mobilize the Community

Spread the Word

Posters and Flyers

  • Key information: Who, what, when, where, why
  • Contact information
  • Post in busy areas (shops, bus stops, markets)
  • Cost: KES 1,000-3,000 for 50-100 posters

Social Media

  • Create event on Facebook
  • WhatsApp group messages
  • Share widely with call to action
  • Post updates regularly
  • Free

Announcements

  • Churches and mosques
  • Community meetings
  • Schools (if education-related)
  • Radio announcements (local stations often help for free)

Personal Invitations

  • Committee members reach out personally
  • Call or visit potential major donors
  • Personal touch increases attendance

Sample Poster Text:

COMMUNITY FUNDRAISER
In Support of [Name/Purpose]

We are raising KES [Amount] for [specific need]

Date: [Date]
Time: [Time]
Venue: [Location]

Your support will make a difference!

For info: [Contact] [Phone]
M-Pesa Paybill: [If available]
M-Changa: [Link if online]

Organizing Committee: [Key names]

2. Invite Special Guests

Who to Invite

  • Local leaders (MP, MCA, Senator)
  • Chief and assistant chief
  • Business people
  • Prominent community members
  • Religious leaders

Why

  • They can make substantial contributions
  • Encourage others to give
  • Provide credibility
  • Show community support

How

  • Official invitation letter 2-3 weeks before
  • Follow-up phone call
  • Specify if you want them to speak
  • No pressure, but appreciate attendance

3. Prepare the Day

Day Before

  • Confirm venue
  • Test PA system
  • Prepare speeches
  • Print programs
  • Buy refreshments
  • Prepare receipt books
  • Brief all committee members

Morning Of Event

  • Arrive early (2-3 hours before start)
  • Set up venue (chairs, tables, banners)
  • Test equipment
  • Set up registration desk
  • Set up collection/cash management system

4. Structure the Event

Typical Harambee Program (2-3 hours)

  1. Opening (15 minutes)

    • Welcome by MC
    • Opening prayer
    • National anthem
    • Introductions of committee and guests

  2. Context and Need (30 minutes)

    • Secretary reads purpose and need
    • Present documentation (hospital bills, etc.)
    • Beneficiary or family speaks (if appropriate)
    • Show photos or evidence of need

  3. Fundraising Appeal (60-90 minutes)

    • Chairperson explains target amount
    • Invite major donors to pledge first
    • Open to general public contributions
    • Treasurer announces running total regularly
    • MC encourages participation

  4. Speeches from Guests (30 minutes)

    • Keep speeches brief (5-10 minutes each)
    • Focus on purpose, not long stories

  5. Closing (15 minutes)

    • Final total announced
    • Vote of thanks
    • Closing prayer
    • Light refreshments

Key Principles

  • Start on time (shows respect)
  • Keep it focused (don’t let it drag)
  • Be transparent (announce all donations)
  • Thank everyone publicly

Managing Donations

At the Event

Cash Management

  • Have secure cash box
  • Two people count together
  • Issue receipts for all donations
  • Record donor names and amounts
  • Keep running tally
  • Announce totals periodically

M-Pesa Contributions

  • Share paybill number clearly
  • Display on posters and screens
  • Announce clearly multiple times
  • Check balance and announce real-time

Pledges

  • Record who pledges and amount
  • Get contact information
  • Set deadline for fulfilling pledges
  • Follow up politely after event

Online Donations

Set Up Platform Properly

  • Clear title and description
  • Upload supporting documents (hospital bills, etc.)
  • Add photos (with permission)
  • Set realistic target
  • Share your story honestly

Share Widely

  • Post link on all social media
  • WhatsApp to contacts
  • Ask friends to share
  • Update regularly with progress
  • Thank donors publicly

Provide Updates

  • Post progress toward goal
  • Share developments (patient condition, project status)
  • Photos of progress
  • Acknowledge donors
  • Be honest if situation changes

Keep Transparent Records

What to Record

  • Date and time of donation
  • Donor name
  • Amount contributed
  • Receipt number
  • Method of payment (cash, M-Pesa, online)

Tools

  • Receipt book (buy from bookshop: KES 200-500)
  • Exercise book for manual records
  • Excel spreadsheet
  • M-Changa and M-Pesa statements

Using the Funds Properly

Immediate Steps After Fundraiser

Count and Deposit Money

  • Count all cash with multiple committee members present
  • Deposit in bank or M-Pesa as soon as possible
  • Don’t keep large cash amounts overnight
  • Get bank deposit slip as proof

Compile Records

  • List all donations
  • Total amount raised
  • Match with deposit amount
  • Identify any outstanding pledges

Communicate Results

  • Announce total raised
  • Thank donors publicly
  • Post on social media
  • Share in church/mosque
  • Send personal thanks to major donors

Using Funds as Intended

Pay Bills Directly When Possible

  • Pay hospital bill directly to hospital
  • Pay school fees directly to school
  • Buy materials from suppliers directly

Don’t Give Large Cash to Individuals

  • Risk of misuse
  • Hard to account for
  • Can create problems
  • Exception: Small amounts for immediate needs with clear receipts

Get Receipts for Everything

  • Official receipts from all payments
  • Keep copies
  • Photograph receipts as backup
  • File systematically

If You Raise More Than Needed

Surplus Funds Options

  1. Return proportionally to donors (complicated, usually not done)
  2. Use for related needs (patient’s ongoing care, sibling’s school fees)
  3. Give to another similar case
  4. Keep for emergency fund

Important: Announce your plan before using surplus funds. Get committee and donor consensus.

If You Don’t Reach Target

Be Honest

  • Announce total raised
  • Explain shortfall
  • Continue fundraising if needed
  • Thank people anyway

Options

  • Extend online campaign
  • Hold another event
  • Seek institutional help (county government, NGOs)
  • Negotiate payment plans with hospital/school

Financial Accountability

Prepare Final Report

What to Include

  • Total amount raised (itemized by source)
  • Total expenses (event costs)
  • Net amount for beneficiary
  • How funds were used (with receipts)
  • Outstanding pledges

Sample Report Format:

FUNDRAISER FINANCIAL REPORT
Purpose: Medical Treatment for [Name]
Date: [Date]
Organizing Committee: [Names]

INCOME:
Harambee event collections: KES 150,000
M-Pesa donations: KES 75,000
M-Changa online: KES 45,000
Bank deposits (direct): KES 30,000
Total Income: KES 300,000

EXPENSES:
Venue and PA system: KES 7,000
Refreshments: KES 5,500
Printing: KES 1,500
Transport: KES 2,000
Total Expenses: KES 16,000

NET AMOUNT: KES 284,000

UTILIZATION:
Hospital bill payment: KES 250,000 (Receipt attached)
Medical supplies: KES 25,000 (Receipts attached)
Transport to hospital: KES 5,000
Balance remaining: KES 4,000 (for follow-up care)

Prepared by: [Treasurer Name]
Date: [Date]
Approved by Committee: [Signatures]

Share Report Publicly

Where to Share

  • Social media posts
  • Church/mosque announcements
  • Community notice boards
  • To major donors directly
  • At follow-up meeting

Why This Matters

  • Builds trust
  • Shows respect to donors
  • Prevents rumors
  • Encourages future giving
  • Protects committee from accusations

Handle Pledges Not Fulfilled

Follow Up Politely

  • Call or visit pledgers
  • Remind gently
  • Give reasonable time
  • Don’t harass or embarrass
  • Some people pledge but cannot fulfill (accept this)

Common Challenges and Solutions

Challenge: Low Turnout at Event

Prevention

  • Mobilize widely and early
  • Choose convenient date and time
  • Make venue accessible
  • Personal invitations to key people

If It Happens

  • Continue online fundraising
  • Hold smaller follow-up events
  • Approach people individually

Challenge: People Doubt Legitimacy

Prevention

  • Show documentation clearly
  • Have respected committee members
  • Be transparent from start
  • Allow questions

If It Happens

  • Provide more evidence
  • Invite skeptics to verify
  • Welcome scrutiny
  • Share committee members’ credentials

Challenge: Accusations of Misuse

Prevention

  • Keep perfect records
  • Get receipts for everything
  • Share report promptly
  • Don’t use cash personally

If Accused

  • Share complete records openly
  • Provide receipts and evidence
  • Invite audit if needed
  • Stay calm and professional

Challenge: Family Conflict Over Funds

Prevention

  • Involve family in committee
  • Be clear about who benefits
  • Set expectations early
  • Document everything

If It Happens

  • Call family meeting
  • Review records together
  • Get consensus on use
  • Involve elders or mediators

Follow the Law

Don’t Need Registration For

  • One-time community fundraisers
  • Informal harambees
  • Small community collections

May Need Permission For

  • Large public gatherings (police permit)
  • Using public spaces (venue permission)
  • Soliciting businesses (be professional)

Ethical Standards

Be Honest

  • Never exaggerate need
  • Don’t use false information
  • Present real documentation
  • Admit if situation changes

Respect Privacy

  • Ask permission before sharing medical details
  • Don’t exploit people’s suffering for donations
  • Protect dignity of beneficiaries
  • Be sensitive with photos

Avoid Conflicts of Interest

  • Don’t fundraise for yourself if you’re managing money
  • Committee members shouldn’t benefit financially
  • Declare any relationships with beneficiary

Protect Vulnerable People

For Children

  • Get guardian consent
  • Protect their identity if needed
  • Ensure funds benefit child, not guardians
  • Consider trust fund for minors

For Sick People

  • Don’t pressure them to appear at events
  • Protect medical privacy
  • Focus on their wellbeing, not fundraising

After the Fundraiser

Thank People Properly

Immediate Thanks (Within 1 week)

  • Social media thank you post
  • Announcement in church/community
  • Personal calls to major donors

Formal Thanks (Within 1 month)

  • Thank you letters to major donors and guests
  • Public appreciation in local paper (if budget allows)
  • Certificate of appreciation for committee members

Provide Updates

Regular Updates on Impact

  • “Patient is recovering well, now at home”
  • “Child has started school, doing great”
  • “Water project 50% complete”
  • Photos of progress (with permission)

Why This Matters

  • Donors like to see impact
  • Builds trust for future needs
  • Encourages continued support
  • Closes the loop

Learn for Next Time

Evaluate

  • What worked well?
  • What could be better?
  • How much did it cost?
  • How long did it take?
  • Would you do it again?

Document Process

  • Keep file of everything
  • May help others who ask
  • Reference if you organize again

Conclusion

Community fundraisers are a beautiful Kenyan tradition that brings people together to help those in need. With proper planning, transparency, and accountability, you can organize a successful fundraiser that raises meaningful support while building community bonds.

Remember the key principles: verify the need, form a trustworthy committee, mobilize widely, manage money transparently, use funds appropriately, and report back to donors. Keep everything simple, honest, and focused on helping those in need.

Whether raising money for medical treatment, school fees, or community projects, your efforts can make real difference in someone’s life. The success of your fundraiser depends not just on how much you raise, but on how ethically and effectively you manage the process. Do it right, and you will not only help the immediate beneficiary but also strengthen the tradition of community support in Kenya.