Fundraising FAQs

Registration

I didn’t receive an email confirming that my registration was submitted.

Confirmation emails can take up to 20 minutes to be sent and received. Be sure to check your spam folder or promotions tab (in Google Mail). After 20 minutes, you are welcome to call us to confirm receipt of your submission, as well as to check that your email address was entered correctly. We’ll update it if it was entered incorrectly.

I need a quicker than 5-day turn-around on registration review.

Please call us (before or following your registration submission) to discuss your fundraising dates, the urgency, and what can be expected. If no one answers, please leave a message. You can also send an email to info@happyvalleysoupcompany.com to expedite a response. Please be sure to include the name of your organization, your name, phone number, email address, and details about your request in your messages. We’ll get back to you as soon as possible.

Does our organization need to be based in the United States?

Yes. Your organization must be US based and we can only take online orders from US addresses and ship to US addresses.

Can I list a co-coordinator for the fundraiser?

Yes. Though you can only list your fundraiser under a single email address, you can list a second contact person during registration. This is helpful if another person needs to contact us for any reason on behalf of the organization. 

Can I change the fundraising end-date after registration?

Yes. If you’d like to extend your fundraiser, you’ll need to notify us of the change so we can extend the active date of your unique link.

How do I register another fundraiser with Happy Valley Soup Company next year?

Log into your account and then complete the re-registration process. This will update your profile information, we’ll know how many order forms to send you, and we can reactivate your unique link so that you can use it again.

Ordering

How do friends, family and other supporters place orders that benefit our fundraiser?

Once approved, you’ll be immediately provided with a unique link (URL) that will send supporters to your specific fundraising “store”. Your organization name and fundraising dates will appear on the page throughout the order process. Any purchases made via your link will be credited to your fundraiser. 

We’ll send you your requested number of physical order forms that your members can use to solicit orders face-to-face and share your online link. It’s the FUNDRAISING ORGANIZER’S responsibility to make sure the last 2-3 digits of your unique link are writen on the line at the end of the link on your order forms. 

What should I do with our ‘unique link’?

Your unique link, or web address URL, links to your fundraising store. You should share this URL in emails, on your website, and on social media so that those that are too far away to receive local delivery or pick-up from your group can place an order online and have it shipped to them directly. This means that if you’re in Indiana, family and friends in California can support your fundraiser by ordering soups online via the unique link.

When can I start promoting my fundraising store / the unique link?

Immediately following registration approval. Any purchases made via your unique link will begin crediting your account immediately and continue through the “end-date” specified during the registration process.

Are there shipping fees?

Yes. Your supporters will pay the exact estimated fees for their order. This averages between $3-$14 depending on the number of soups ordered and distance to ship from our packaging facility in Pennsylvania. You will also pay shipping costs when you place the final order for your fundraiser. We have discounted FedEx, UPS, and USPS rates to choose from. If local or passing through, your welcome to arrange a pick-up.

Can supporters outside of the US order online?

No. We can only sell and ship within the United States.

If a supporter purchasing via our brochure order forms wants to write a check, who should it be made out to?

All checks should be written out to your organization. We cannot accept checks from supporters as your 50% profits are included in that amount due and we do not have anything in our system to credit those funds against.

Profits/Earnings

How much do we earn for each soup sold?

50% profit! All soups are sold for $9 and you earn half for every soup sold. Shipping is handled separately and neither fundraisers or Happy Valley Soup Company makes any profit from shipping costs.

Can I see my fundraising earnings?

Yes. When you log into your Fundraising Dashboard, you’ll see how much your fundraiser is earning with online orders. We’ll apply your earnings toward your final order. 

Can I see who the order should credit from our group?

Yes! Your supporters are required to enter the name of the fundraiser and seller during the checkout process. If the seller is unknown to them, they can simply type “unknown.” There is also a third optional field for the supporter to enter other information like grade, homeroom number, etc. that helps you sort information. At the end of the fundraiser, you can request a spreadsheet of your orders that includes information like seller name, seller details, order number, order total, total number of soups sold in the order, and earnings for the order. You can then sort this to calculate earnings by seller. 

To get the most accurate information needed, when promoting your fundraiser, remind your supporters to enter full names of sellers and any other information necessary to help you in the crediting process. 

Marketing / Resources

When will I receive Fundraising Order Forms for face-to-face order taking?

Once your fundraising registration is approved, we’ll send them out as soon as possible. If you require a extra-large number of forms, we may need up to a week or so to print more. In a case like this, we’ll reach out to let you know.

Do you have samples?

Yes. You can order soup samples to show your group and cook up at an event to promote your fundraiser. We even have sampling cups and spoons for tastings. 

Do you have marketing banner ads I can use to promote the fundraiser?

Yes. We have many different sized ads that can be embedded on your website, uploaded to social media, and used in emails. Directions on how to use these are available in the Help & FAQs section of the site when logged in. 

Final Orders / Earnings Payout

What is a final order?

A final order is the total number of each soup sold by your members via face-to-face (local) order form sales.

When do I place a final order?

When your fundraiser end date has come to pass, you can place an order for the total number of soups sold with your face-to-face order forms. 

How do I place a final order?

We provide a Google Sheet to help you organize and total your order form sales. Once you have your totals, you can use our “Final Order” page to place your order, entering totals for each soup to be sent to you for distribution. You’ll submit your order to us without payment. We’ll apply your online earnings to the total due. Depending if your final order+shipping total is more or less than your online sales earnings, we may send you an invoice for the amount due, or cut you a check for your remaining earnings. See the next two questions for further explanation.

My final order total+shipping total is LESS than what I earned online.

If you make more from online sales than your final order total+shipping, we’ll subtract your final order total+shipping from your online sales total and send you a check for the difference. Your final order will be packaged and shipped with no further action needed.

My final order total+shipping total is MORE than what I earned online.

If your final order total+shipping total is more than what you earned online, we’ll subtract your online order total earnings from the final order total and send you an invoice for the total amount due. You can pay this online via Credit Card or send us a check. Once payment is cleared, we’ll ship out your final order.

What if I don’t have a final order?

If you held your fundraiser online only (no face-to-face sales), you can contact us when your fundraising end-date has come to pass and we’ll send you a check for your earnings from online sales. 

How do I receive a payout for my fundraiser’s earnings?

After your fundraising end date and following your final order (if you have one), we’ll send remaining earnings to you via a check made out to your fundraising organization’s name. 

Log In Issues

The Fundraising Coordinator is leaving/has left. How do I transfer the account?

It’s best if the owner of the fundraising account logs in and transfers the account by changing the name, email, phone number, password (if possible) and any other information that may need updated to point to the new coordinator. 

If that isn’t possible, but someone from the organization has access to the person’s email, you can reset the password and the person with access can log in to make changes. 

If it’s a new fundraiser that hasn’t yet begun, you can register with your new credentials, which will give you a new link to use.

If your mid-fundraiser, call us. For security reasons, we’ll need to confirm the change before transferring the account which could take a few days. In the meantime, your fundraiser will continue to earn from online sales.

I’m having trouble logging in.

If you are a fundraising coordinator, go to the login page and click the “forgot password” link to reset your password. If you still can’t log in, contact us. 

Supporter accounts are not maintained on the fundraising site. If you need a receipt, please call us and we can try to locate one for you.