Square Card Readers for School and Club Fundraisers

A Practical Guide for Aussie Events

Running a school fete, trivia night, or community fundraiser? These days, fewer people carry cash, and that can mean missed sales for your cause. A simple way to solve this is by accepting card payments on the spot.

Square card readers are a popular, portable point-of-sale (POS) system that links to your phone or tablet, allowing you to take credit and debit card payments wherever you are. They’re used widely by small businesses, market stallholders, and increasingly by fundraising committees.

This guide looks at how Square works in an Australian school or club context, including setup tips, fees, regulations, and what to watch out for.

What is Square?

Square is a small, lightweight card reader that connects to your smartphone or iPad via Bluetooth (newer chip/tap versions) or headphone jack (older magstripe models). It works with the free Square Point of Sale app to process encrypted card transactions, transferring funds directly to your nominated bank account.

It accepts:

• Visa, Mastercard, American Express

• EFTPOS debit cards

• Prepaid cards

• Tap-and-go payments (Apple Pay, Google Pay, Samsung Pay)

Why Fundraisers Benefit from Card Payments

Australia is moving fast towards a cashless society. Many visitors to your event and especially those who drop in last-minute, may not have enough cash on hand. Without a card payment option, those sales are lost.

Card readers are particularly valuable for:

• High-ticket sales (silent auctions, major raffle tickets)

• Food & ride voucher booths (one central payment station with vouchers redeemable at stalls)

• Second-hand stalls (books, toys, clothes) where bulk purchases are common

Tip: You don’t need a reader at every stall. Strategically place them where they’ll have the biggest impact.

Setting Up Square for a School or Club

For P&Cs/P&Fs:

• Schools themselves (as government entities) can’t hold a Square account, but the P&C/P&F can.

• Account setup requires verification, such as AGM minutes and ID for office bearers.

• You’ll need a Visa Debit card linked to your P&C account to pay transaction fees.

• Your committee should formally approve the setup, in line with your state’s peak body guidelines and banking rules.

• Expect some back-and-forth with Square’s compliance team — start well in advance of your event.

For independent fundraising groups:

• Sign-up is faster, as you can register as an individual or business entity.

• Ensure transparency with your committee and link to the group’s bank account where possible.

Costs and Fees

• Reader price: $59 for the Square Contactless + Chip Reader (available at Officeworks, JB Hi-Fi, or online). A dock/stand bundle is around $299 (iPad not included).

• Transaction fees:

  • 1.9% per tap, insert, or swipe

  • 2.2% for keyed-in transactions (manual entry in the app)

• No monthly fees: Pay only when you process a payment.

Example: A $25 sale will incur a 47.5¢ fee, leaving $24.52 in your account.

Internet Access and Power

• Requires Wi-Fi or mobile data (some school Wi-Fi may not extend to the oval, so do a test beforehand).

• Works in offline mode but risk increases as payments may fail later if cards are declined.

• Keep devices and readers fully charged or use docks with power.

Security and Rules

• Use the correct Merchant Category Code (MCC): Not-for-profit or charity.

• Ensure compliance with your banking authority and P&C constitution.

• Avoid setting up in an individual’s name unless absolutely necessary and approved.

• Square prohibits certain sales (firearms, adult content, etc.) but this is not likely an issue at school events.

Pros and Cons for Fundraising Events

Advantages:

• Simple, portable, affordable setup

• Boosts sales by capturing card-only customers

• Works with multiple users/locations under one account

Potential Challenges:

• Longer setup time for P&C accounts

• Reliant on internet/data

• Possible payment delays if Square flags unusual activity

Other Cashless Payment Options for Australian Fundraisers

While Square is a popular choice, it’s not the only way to take card payments at your school fete, trivia night, or club event. Here are some alternatives worth considering:

1. PayPal Zettle

• What it is: A portable card reader from PayPal, replacing the old “PayPal Here” system.

• Good for: Groups that already use PayPal for online sales or donations.

• Fees: 1.75% per transaction for domestic cards.

• Pros: Fast setup, integrates with PayPal accounts.

• Cons: Funds go into PayPal first, then must be transferred to your bank.

2. Stripe Terminal

• What it is: A card reader linked to Stripe’s online payment platform.

• Good for: Groups with an existing Stripe account for ticket sales or online shops.

• Fees: Around 1.75% + 30¢ for domestic cards.

• Pros: Integrates with online systems and event ticketing platforms.

• Cons: More technical to set up; better for tech-savvy committees.

3. Bank-Provided Mobile EFTPOS

• What it is: Portable EFTPOS machines rented or purchased from your bank.

• Good for: Committees that want direct deposits into their existing account without a third-party app.

• Fees: Vary and may include rental, transaction, and merchant fees.

• Pros: Trusted banking relationship, may allow multi-user logins.

• Cons: Often more expensive than app-based options; longer contract terms.

4. Event Ticketing with Prepaid Credit

• What it is: Sell prepaid credit or tokens online before the event (via TryBooking, Humanitix, or Eventbrite).

• Good for: Large events with multiple stalls.

• Fees: Ticketing platforms charge a small percentage per sale.

• Pros: Reduces on-the-day cash handling; speeds up transactions.

• Cons: Requires pre-planning and promotion.

Final Word

A little preparation goes a long way when it comes to cashless payments at school and club events. Start your setup early - ideally 4–8 weeks before your event - to allow time for P&C approvals and any bank requirements. Give volunteers a practice run so they’re confident on the day, and always have a backup plan in case your internet drops out.

💡 Fundraising Whisperer Tip:
No matter which payment system you choose, make sure it works with your bank and complies with your P&C/P&F constitution or club rules. Have enough devices in the right places to avoid bottlenecks at busy stalls, and ensure everything is set up, tested, and ready before the big day. By placing readers at high-value sales points, you’ll maximise profits without overcomplicating your event - making it easier for supporters to spend and for your fundraiser to thrive.

All information correct at time of publication.