Designing a Profitable Fundraising Calendar + Free Template

The finish of the yr is all the time a busy time for fundraising, and your nonprofit tries to begin planning months upfront. However the planning part could take longer than anticipated, leaving you scrambling in October and November to determine every part out in time.

In case your nonprofit pertains to this case, then you definitely want an annual fundraising calendar stat. With a fundraising calendar, your whole fundraising technique for the yr may be specified by as a lot element as you want. With this preparation software, your group can method your fundraising objectives confidently and comply with clear plans to attain them.

That will help you get began with this important nonprofit planning software, this information will discover:

First, let’s reply just a few questions on fundraising calendars and the way they match into any nonprofit’s organizational technique.

Annual Fundraising Calendar FAQ

What’s an annual fundraising calendar?

An annual fundraising calendar is a planning software utilized by nonprofits to stipulate and schedule their fundraising actions and campaigns all year long. Fundraising calendars could embody particulars about:

• Donor engagement actions
• Fundraisers communication plans
• Key dates and deadlines
• Fundraising objectives
• Program prices
• Employees and volunteer hours

Fundraising calendars are extremely customizable, and your nonprofit’s calendar ought to embody the knowledge and stage of element that helps your group. For instance, your nonprofit may have already got a separate content material administration calendar for advertising and marketing initiatives. On this case, you may simply add key advertising and marketing actions to your fundraising calendar, reminiscent of marketing campaign kick-offs, however go away off granular particulars, reminiscent of when social media posts go reside.

What are the advantages of an annual fundraising calendar?

In the end, your fundraising calendar’s effectiveness is dependent upon how your group makes use of it. A well-planned and executed fundraising calendar permits you to reap the next advantages:

• Organized strategic planning
• Higher decision-making
• Clear sense of goal
• Enhanced time administration
• Improved workers and board administration
• Larger capacity to have interaction donors

Your fundraising calendar is your nonprofit’s roadmap for the yr, and if you happen to comply with that map, you’ll ideally attain your fundraising objectives’ vacation spot.

If one thing does come up and you’ll want to deviate out of your plan, don’t throw out your calendar. As an alternative, deal with it like a dwelling doc and make needed edits. This can mean you can contemplate future outcomes and efficiently shift plans for tips on how to obtain your fundraising objectives.

When ought to nonprofits create a fundraising calendar?

Ideally, your nonprofit ought to have its annual fundraising calendar prepared nicely upfront of the upcoming fiscal or calendar yr, relying on the way you handle your operations. For some nonprofits, this implies having a calendar that outlines actions from July thirtieth to June 1st. For others, this implies January 1st by means of December thirty first.

Whichever means you set it up, plan to create your calendar at the least a month upfront of when you’ll truly begin utilizing it. This manner, you’ll be able to keep away from taking part in catch-up and begin getting ready for long-term initiatives instantly.

• Align along with your general mission and monetary wants. Speak along with your group, particularly your govt director and program managers, to determine what your nonprofit wants to perform this yr. For some nonprofits, this may imply planning a development technique, whereas others may search to lift sufficient funding to take care of present operations.
• Be sensible based mostly on previous years’ efficiency. Consider your group’s previous fundraising actions and campaigns to determine what labored nicely, what wants enchancment, and what shouldn’t be repeated. This ranges from social media methods and occasions to sponsorships and grant purposes.
• Take into account anticipated traits and occasions. Is there something your nonprofit can predict will occur within the coming yr that may impression your fundraising efforts? This may embody traits in company funding, main political occasions, and seasonal actions. For instance, each nonprofit ought to contemplate the heightened philanthropic exercise across the finish of the yr.

Use these objectives as tips on your whole fundraising calendar. When including actions, contemplate how every proposed initiative helps your general objectives. If one thing doesn’t clearly align, contemplate if it’s nonetheless needed or even when it takes sources away from different actions.

Establish Key Fundraising Actions

Subsequent, use your objectives to find out the kinds of fundraising actions and campaigns you intend to undertake throughout the yr. Just a few campaigns you may add to your fundraising calendar embody:

Matching Reward Campaigns

Fundraising calendars assist nonprofits plan particular fundraising actions that have to happen at particular instances, however they will additionally assist monitor and coordinate ongoing fundraisers. For instance, your nonprofit may add reminders to repeatedly promote matching items.

Matching items are a passive fundraiser in that after a nonprofit has matching present software program enabled on its donation web page, the fundraiser basically runs itself. Nonetheless, you’ll be able to earn extra from matching items by remembering to commonly advertise to donors, in order that they in flip bear in mind to fill out and submit matching present requests to their employers.

To study extra about matching items and why it’s best to add an identical present marketing campaign to your annual fundraising calendar, take a look at this video from the Double the Donation group:

There are additionally occasions and particular time frames associated to matching items that you could be wish to add to your fundraising calendar. For instance, if you happen to manage a matching present problem with a sponsor, it’s best to add notes to your fundraising calendar about when this era begins and ends, in addition to plans to promote it to donors.

Main Reward Cultivation

It’s widespread information within the nonprofit sector that roughly 80% of the typical nonprofit’s funding comes from simply 20% of donors. Current reviews present this development has solely been exacerbated with 90% of donation income coming from 10% of donors.

This implies in case your nonprofit doesn’t have already got a proper course of for courting main donors, now could be the time to begin planning one. 

In your annual fundraising calendar, add instructions on your main present officers. As they develop relationships with main donors, the donation cultivation course of will turn out to be extremely individualized, and main present officers might want to create their very own schedules for every prospect. Nonetheless, your fundraising calendar ought to doc steps on your main giving program as an entire.

For instance, you may add core actions reminiscent of:

• Conduct prospect analysis
• Attain out to new prospects
• Domesticate relationships by inviting main donors to particular occasions
• Make asks for a serious upcoming undertaking to donors more likely to convert

Placing these actions in your calendar will allow you to frequently refresh your database of prospects, develop your main giving program, and guarantee main items come by means of at key instances of the yr.

Occasions

From reserving a venue to organizing a advertising and marketing marketing campaign, occasions require vital planning however may also herald vital income. For main occasions, contemplate breaking their planning into a number of steps, reminiscent of:

• Preliminary planning. Early planning levels for occasions rely upon the occasion kind, reminiscent of an public sale requiring an in depth merchandise procurement interval. Nonetheless, for many occasions, main actions so as to add to a fundraising calendar embody organizing sponsorships, reserving venues, planning actions, and making needed software program and useful resource purchases.
• Advertising and marketing. Occasion advertising and marketing ought to begin at the least a number of weeks earlier than a serious occasion and requires planning beforehand. Take into account scheduling time for market analysis and advertising and marketing asset creation, in addition to creating an outreach schedule for when promotions go reside. For instance, you may plan time to rent a graphic designer to create invitation eCards, then use eCard software program to schedule their supply.

• Advertising and marketing. Occasion advertising and marketing ought to begin at the least a number of weeks earlier than a serious occasion and requires planning beforehand. Take into account scheduling time for market analysis and advertising and marketing asset creation, in addition to creating an outreach schedule for when promotions go reside. For instance, you may plan time to rent a graphic designer to create invitation eCards, then use eCard software program to schedule their supply.

• Internet hosting. Until an sudden emergency comes up, it’s best to schedule a particular date to host the occasion early on. This allows bookings upfront for venues, leisure, and catering.

For occasions, pay particular consideration to workers time and what kinds of workers you’ll need. Some occasions could possibly rely closely on volunteers, whereas others may require a big quantity of labor from workers and even exterior distributors.

Peer-to-Peer Fundraising Campaigns

In some ways, peer-to-peer campaigns run themselves, however they want coordination to get off the bottom and make an impression. To your peer-to-peer marketing campaign, add the next objects to your fundraising calendar:

• Software program purchases. In case your nonprofit doesn’t have already got peer-to-peer software program, plan to start the buying course of upfront of your marketing campaign. Bear in mind that some software program purchases, reminiscent of platforms which can be main investments or require vital customization, could require months-long implementation processes.
• Volunteer recruitment. Decide how and when you’ll recruit individuals. You might begin making open calls early on after which plan to ramp up recruitment as your marketing campaign’s begin date nears.
• Onboarding. Schedule time to create a proper onboarding course of for volunteers upfront. You need to have a mode information for tips on how to current your nonprofit on-line and a walkthrough for tips on how to use your peer-to-peer software program.

Bear in mind that in case you are internet hosting a rolling peer-to-peer marketing campaign, you’ll have no set dates, and your timeline might be looser. Whether or not your marketing campaign is scheduled or rolling, add reminders to commonly examine in along with your peer-to-peer fundraisers to offer encouragement, reply questions, and thank them for his or her participation.

Giving Tuesday Marketing campaign

Giving Tuesday is without doubt one of the most vital fundraising days of the yr with virtually $3.1 billion raised in 2022. In case your nonprofit desires to take part in Giving Tuesday, begin planning your marketing campaign early.

Many nonprofits use Giving Tuesday as a possibility to strive new fundraising methods to succeed in new audiences and stand out from the gang. Whether or not your nonprofit is utilizing an outdated technique or making an attempt one thing new, bear in mind to pencil in analysis time on your marketing campaign plan. Use the interval a number of months upfront of Giving Tuesday to find out what fundraising methods donors are responding to, if nonprofits in your area are utilizing them, and if they’re possible on your group.

Then, schedule time to assemble a group, set up your technique, buy and implement any wanted software program, and create needed advertising and marketing supplies. In case you don’t have a separate content material administration calendar, contemplate including notes about when to publish bulletins and ship out promotional supplies to your annual fundraising calendar.

Decide Timing and Scheduling

You now know what actions you wish to put in your fundraising calendar, however when ought to these actions occur?

For each exercise, assign a particular date or timeframe based mostly on:

• Seasonality. Sure instances of the yr lend themselves to sure fundraisers. For instance, the end-of-year vacation season is more likely to be full of advertising and marketing campaigns and occasions, whereas the autumn could primarily be devoted to planning these upcoming actions.
• Donor habits. Take into account how donors are probably to reply to future actions based mostly on beforehand scheduled ones. As an example, on the finish of the yr, you might make a serious push to amass new donors. Within the following months, you’d then shift gears to prioritize retention efforts to take care of as a lot of these donors as potential. This issue is particularly vital in relation to establishing main giving practices.
• Related exterior elements. Are there any upcoming challenges or alternatives you might be at the moment conscious of that may impression your schedule? As an example, in case your advertising and marketing head is happening maternity go away, you might have to schedule a coaching interval for the substitute to stand up to hurry.

Moreover, contemplate how a lot time needs to be devoted to every exercise. For instance, whereas an occasion may solely final for just a few hours on a single day, you may want nicely over 100 hours of workers time to organize for that occasion. This can allow you to stability schedules and keep away from overwhelming anyone group or individual at your nonprofit.

Allocate Sources

Along with the time actions will take, contemplate what different sources are wanted. This will embody budgeted funds, in addition to which personnel is assigned to what actions to keep away from double-booking or overextending sources.

Alternatively, contemplate what sources every exercise is probably going to herald. For instance, a volunteer recruitment drive will enhance accessible volunteer time whereas an anticipated renewed grant will present extra funds for varied packages.

How you can Preserve an Annual Fundraising Calendar

Meet commonly along with your group

Your annual fundraising calendar’s effectiveness is contingent in your group following it and adapting it as wanted. Meet along with your group about this yr’s fundraising calendar commonly to:

• Create your calendar. Until your nonprofit is a one-man group, you want enter from the remainder of your group to find out which actions to prioritize, what sources you want for these actions, and who needs to be accountable for them. As an example, you may initially assume your IT group can deal with your web site redesign single-handedly, however after enter from the remainder of your nonprofit notice they should work in tandem along with your advertising and marketing group.

• Guarantee possession. Each process in your fundraising calendar needs to be assigned to a particular individual or group of individuals. Meet with varied groups so they’re conscious of their obligations every month.

• Make needed changes. The folks finishing up your varied fundraising actions would be the first to sound the alarm if changes must be made. Preserve traces of communication open so group members can report delays, wanted further sources, and shortfalls. On a extra constructive word, group members may additionally report that sure actions earned extra or had been wrapped up in much less time than anticipated.

By speaking to numerous members of your workers, you’ll acquire a broader perspective of your nonprofit’s present operations and capability. This can enhance your understanding of what your group can moderately accomplish in a given yr and allow you to keep on monitor to hit your fundraising objectives.

Monitor Progress

As talked about, your annual fundraising calendar is a roadmap for reaching your objectives for the yr, and that roadmap might have so as to add just a few detours right here and there. These hiccups mustn’t derail your whole calendar. As an alternative, be able to be versatile and make changes as wanted.

Monitor fundraising actions in relation to your annual objectives. For instance, when you have a goal quantity you wish to increase this yr, you may deal with how a lot your fundraisers, occasions, and main donors herald all year long. If a fundraising occasion has decrease attendance than anticipated attributable to climate, contemplate how one can alter different actions deliberate in future months to make up for that income shortfall.

Persistently have interaction donors

Whereas your calendar probably solely lists main actions, don’t neglect the small on a regular basis actions that hold your donors engaged. As an example, you’ll be able to’t predict when each new donor will resolve to offer, so that you want a versatile technique that permits you to present appreciation and acknowledge donors at a second’s discover.

Annual Fundraising Calendar Template

In case you search the net for fundraising calendars, you’ll probably discover outcomes that seem like an everyday calendar you may cling up in your kitchen. These are not annual fundraising calendars and have restricted use for nonprofits.

Moderately, your fundraising calendar ought to take the type of a spreadsheet to be extra helpful to your group. Right here’s an instance and breakdown of the core parts of an annual fundraising calendar:

• Month. Annual fundraising calendars are normally damaged down by month to keep away from making them too unwieldy. If there are particular actions that have to occur on particular dates, reminiscent of hitting a grant submission deadline, add a word to your calendar.
• Actions. What actions are happening this month? Often, these are general actions for the month, reminiscent of “plan Giving Tuesday marketing campaign” or “begin contacting potential annual gala sponsors.”
• Prices. To the perfect of your capacity, estimate how a lot every exercise is anticipated to value. This contains software program purchases, vendor prices, and workers time. In case you haven’t already ready it, contemplate crafting your nonprofit’s annual finances in tandem along with your fundraising calendar. This helps you retain monitor of the place your cash goes and guarantee you’ve got sufficient funds allotted for the whole yr.
• Employees. Decide who at your nonprofit might be accountable for what actions. This may be names of particular people or teams, reminiscent of your advertising and marketing group, main present officers, or volunteers. Moreover, estimate roughly how a lot time you count on workers to spend on anyone exercise.
• Anticipated revenue. In the end, your fundraising calendar is about incomes cash on your nonprofit. As such, for relevant actions, do your greatest to estimate how a lot they’re anticipated to earn. That is particularly needed in case your nonprofit’s annual purpose is expounded to hitting a particular fundraising goal.
• Notes. If there are any further reminders you need on report a couple of deliberate exercise, add them to your notes part. This may embody a reminder in regards to the workers member happening maternity go away or a word emphasizing a strict deadline for a sure process.

To maintain your nonprofit on monitor for the whole yr, contemplate including an non-compulsory “Targets” part to the highest of your fundraising calendar. This needs to be an announcement of what you hope to perform throughout the yr that you could all the time refer again to at a look every time you have a look at your calendar.

Annual Fundraising Calendars: Wrap Up

With a well-thought-out plan, any nonprofit can begin its fundraising yr off proper. Annual fundraising calendars may also help your group do exactly that by creating timelines, allocating sources, and serving to to focus your objectives. To get began along with your annual fundraising calendar, use our template or create your individual. Then, meet along with your group and begin planning.

For extra fundraising and organizational sources, discover these guides: