Hot lunch fundraisers can be one of the easiest ways for schools to generate revenue - until participation starts dropping, volunteer burnout rises, and results fall short of expectations.
In this case study, we look at how one Canadian school reversed a steady decline in hot lunch sales and achieved its highest fundraising revenue ever through simple, strategic changes.
The Challenge: Low Participation & Frustrated Volunteers
For years, this K-8 school relied on a traditional paper-based process:
Manual order forms
Cash payments
Last-minute reminders
Time-intensive volunteer data entry
Despite the effort, participation hovered at 45-50%, and fundraising totals were disappointing. Parents often missed deadlines, and volunteers spent more time fixing errors than improving the program.
The parent council knew their hot lunch program could work - they just needed a better way to manage it.
What Changed: Smarter Planning + Digital Ordering
To simplify the process, the school introduced LunchUp’s online ordering system, allowing families to:
Order and pay from any device
Receive automated reminders
Track upcoming meals
Easily manage multiple children
This shift aligned with the broader trend across Canada (see our How Manitoba Schools Are Modernizing Their Lunch Ordering post), where schools are adopting digital tools to reduce workload and boost participation.
Clear, Consistent Parent Communication
The council used:
Weekly reminders
Updates in the school newsletter
A simple “how to order” guide
Early notice before order deadlines
Parents reported that ordering felt easier than ever - and far less stressful.
Stronger Vendor Partnerships Lead to Better Meals
With a more reliable ordering workflow, the school was able to collaborate more effectively with local restaurants.
Vendors appreciated:
Predictable order volumes
Organized reporting
Clear delivery instructions
This allowed them to offer higher-quality menu items, which drove even more parent satisfaction and participation.
Learn more about the vendor perspective in Vendor Spotlight: A School Lunch Success Story.
The Results: Record Participation & Fundraising Revenue
Within just one semester, the transformation was clear.
Results at a Glance:
Average participation:
48% → 76% after using LunchUpVolunteer hours per month:
50+ hours → about 20 hours
Less admin work thanks to automated ordering and reporting.Order issues:
Frequent missing forms & errors → rareFundraising revenue:
Below goal → record results
Parents enjoyed the convenience, vendors delivered great meals, and volunteers regained their time - allowing them to focus on improving school community events instead of administrative tasks.
Key Takeaways for Schools & Parent Councils
If your school is experiencing low sales or volunteer burnout, here’s what this case study shows:
✔ Make ordering simple
Digital tools remove friction and boost parent participation dramatically.
✔ Communicate early and often
Reminders and clear instructions eliminate missed deadlines.
✔ Work closely with vendors
Consistent processes create better meal quality and reliability.
✔ Track results and adjust quickly
Schools that review performance each cycle make faster improvements.
Ready to Improve Your Hot Lunch Program?
If your parent council wants to increase participation, reduce errors, and grow fundraising revenue, LunchUp can help.
Explore how the LunchUp system works.
Reach out to schedule a quick walkthrough - no obligation required.
Ready to Transform Your School's Lunch Program?
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