As a nonprofit organization, you'll agree that fundraising is integral to achieving your objectives. The good news is that in the U.S., individuals and organizations donated $557.16 billion in 2023. This data shows that your organization can still get donations despite inflation pressures.
Effective fundraising requires in-depth strategic planning and a strong fundraising platform and the best way to develop and maintain your strategic plan throughout the year is a fundraising calendar. If you’re looking for a complete guide to fundraising calendars and how they can help your organization overcome fundraising challenges, you've come to the right place. Keep reading for tips, techniques and a template to help you build the best fundraising calendar for your nonprofit.
Table of Contents
- What Is a Nonprofit Fundraising Calendar and Why Is It Important?
- How Do I Create an Effective Fundraising Calendar for My Nonprofit?
- What Should I Include in My Nonprofit's Fundraising Calendar?
- How Can I Use a Fundraising Calendar Template to Improve My Nonprofit's Efforts?
- What Are the Best Practices for Managing a Fundraising Calendar Throughout the Year?
- How Can I Measure the Success of My Fundraising Calendar?
- Get 100+ Free Fundraising Tools
What Is a Nonprofit Fundraising Calendar and Why Is It Important?
Understanding the Basics of a Fundraising Calendar
A nonprofit fundraising calendar is a carefully crafted strategic plan that outlines an organization's fundraising events and campaigns. It’s a key strategic planning tool that streamlines and coordinates your fundraising efforts to maximize traditional and online donations.
How Fundraising Calendars Help Nonprofits Reach Their Goals
Time is money, and when properly managed, it can save you money. A fundraising calendar improves your organization's time management. To illustrate, a customizable fundraising calendar allows you to:
- Schedule events
- Assign tasks
- Track donor communications, etc.
As a nonprofit organization that relies on donations, you must prioritize time management. A fundraising calendar can be created monthly, weekly, or daily to help you prioritize and improve your organization.
A study published on ResearchGate found that a well-planned time management strategy ultimately leads to better output and organizational performance. Because nonprofits operate with limited resources, they must manage them as efficiently as possible.
A good fundraising calendar template can help you allocate limited resources effectively. Additionally, a fundraising calendar facilitates personalized communication between you and your donors. Increased donor engagement often waters the ground for more donations.
The Impact of Strategic Planning on Fundraising Efforts
The impact of strategic planning can't be disputed. A 2020 survey found that 86% of 169 nonprofit leaders from six continents agreed that a strategic plan successfully impacts fundraising. Planning helps you set clear and achievable fundraising goals. With an organized plan, your fundraising efforts make the best possible use of your time.
By taking some basic steps as part of your fundraising calendar, you can identify optimal timing for campaigns, for example:
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Step |
Action Items |
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Visualize annual cycles and align them with donor habits. |
Create a fundraising calendar that provides a comprehensive view of the year and seasons when donors are more likely to give. Ensure that you understand donor giving patterns so you can schedule your campaigns accordingly. |
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Be aware of conflicts and capitalize on trends. |
It helps to plan your fundraising events in a way that avoids overlapping with other organizational activities. Time your campaigns to coincide with relevant social media movements or awareness months. |
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Track key dates. |
Dates are important! Remember important donor milestones, anniversaries and other opportunities to acknowledge their fine work. |
This table gives you an overall idea of how to plan your fundraising efforts strategically.
How Do I Create an Effective Fundraising Calendar for My Nonprofit?
Key Components of a Successful Fundraising Calendar
Add key components to create an effective fundraising calendar. These components include:
Campaigns
Fundraising campaigns need coordination. Some make the mistake of “going with the flow.” That's a potential recipe for disaster. An effective fundraising calendar should have a campaign schedule. Ask yourself what campaign events will most likely generate funds for your nonprofit.
Research and create a campaign plan several months ahead and add it to your calendar.
Events
Planning a fundraising event can be a significant endeavor, but it also creates the opportunity to attract potential donors, so it's worth the effort. Include every aspect of the event in your calendar, from the initial planning to the venue, catering, etc.
Deadlines
When creating a fundraising calendar for events and fundraising appeal letters, deadlines are crucial. You're human, faced with responsibilities and prone to forgetting things. So, set specific deadline reminders in your fundraising calendar. You don’t want to miss out on fundraising opportunities, do you? Of course not!
A calendar with deadlines helps you complete all the activities that will benefit your nonprofit.
Key Days and Seasons
Important dates like Giving Tuesday and National Philanthropy Day are memorable days that nonprofits cherish. These days can impact your fundraising efforts, so it’s helpful to identify them in your fundraising calendar. How will you plan, track and maximize the opportunities if you don't add them?
An Example of a Well-structured Calendar
February 2024 Fundraising Calendar:
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Goals |
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Campaigns |
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Communication Channels |
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Team Assignments |
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Budget |
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Deadlines |
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Key Dates |
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Tasks |
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Key Metrics |
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Follow-up Actions |
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Status |
Planning phase |
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Notes |
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Aligning Your Calendar with Your Nonprofit's Mission and Goals
Like every organization, your nonprofit has its reason and purpose for existing. You're committed to accomplishing your goals and leaving a lasting impression. You will have a clear framework if your fundraising calendar aligns with your mission and goals.
SMART goals can elevate your fundraising efforts to the next level. Setting SMART goals gives you a clear roadmap for fundraising efforts and much-needed clarity to plan and execute strategies effectively. A SMART goal is one that is:
- Specific
- Measurable
- Achievable
- Relevant
- Time-bound
For example, consider vague goals compared to SMART goals:
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Vague Goals |
SMART Goals |
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My nonprofit needs to raise some money ASAP. |
Raise $8,000 for the community outreach program by the end of Q4 through targeted donor outreach and events. Raise funds through three events to support our mission to assist low-income households. |
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Increase existing donor engagement in the next six months. |
Considering past fundraising efforts, increase existing donor engagement by 30% in the next six months. Do this by hosting monthly donor appreciation events and personalized thank-you emails. |
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Improve awareness of our mission and vision. |
Improve social media following by 40% in six months by weekly postings and updates on success stories relating to our mission. |
The difference is clear. The SMART goals clearly define:
- Specific: The funds needed are identified. It isn’t a clear goal if you don't specify what you want.
- Measurable: Don’t just identify your need for funds; include criteria for tracking your progress.
- Achievable: There’s nothing wrong with aiming high, but setting realistic goals based on past fundraising efforts makes more sense.
- Relevant: The goals you set should align with your organizational objectives.
- Time-bound: Set a deadline. It could be anywhere from monthly to quarterly.
Research shows that setting a SMART goal can increase goal achievement. Use this approach and make the most of your goals.
Incorporating Various Types of Fundraising Activities
Don’t forget to incorporate various fundraising methods – they help you diversify your revenue stream. Your activities can include:
- Events (gala dinners, charity walks, seminars)
- Online campaigns (email, crowdfunding, social media fundraising)
- Grants (corporate, government, foundation grants)
- Sponsorships (in-kind donations, corporate sponsorship)
- Direct mail campaigns (annual appeals, seasonal campaigns)
- Merchandise sales (branded products, auctions)
- Membership programs (recurrent donations, tiered membership levels)
To be most efficient, create a calendar that balances different activities. Consider your resources, goals and audience engagement to determine which activity should occur at what time.
Why not mix events like galas or charity runs with long-term fundraising activities like monthly donation programs? You may discover that they complement each other rather than clash.
Plan your calendar and schedule activities comprehensively, with balance in mind. A calendar with diversified fundraising methods can maximize your efforts. For instance, online donations yield higher retention rates, and email campaigns raise about $78 per 1,000 emails. Consider leveraging events like Giving Tuesday, which dramatically increases donor acquisition.
What Should I Include in My Nonprofit's Fundraising Calendar?
Essential Fundraising Events and Campaigns
Add some of these popular fundraising campaigns and events:
- Silent auctions
- Carnivals
- Cooking competitions like bake sales
- Awareness week/month
- 5K runs
- Raffles
- Golf tournaments
Interestingly, a nonprofit fundraising survey highlighted that online and event fundraising methods continue to be some of the most effective. In 2023, 96% of nonprofits held at least one online fundraiser, and 95% hosted events. These efforts accounted for over 21% of annual operating revenue for many organizations.
Additionally, in-person events, such as auctions and golf outings, consistently delivered strong performance. Hybrid events also showed success by engaging wider audiences.
Setting Specific Dates and Hard Deadlines
Without clear deadlines, tasks can easily slip your mind, which results in delays. Delays are dangerous – they slow your momentum. If you have a concrete timeline, you'll have a clear path to plan and execute objectives. Additionally, it gives your team a target; each member knows their task and when to complete it.
When picking dates for events and campaigns, assess your target audience’s availability. A major mistake would be to choose dates when people may be busy. Why not host events or run campaigns during community-focused seasons or during quieter seasons during the year? For example, if you plan a health-related fundraiser, you can pick October, Breast Cancer Awareness month. Always review your calendar to ensure events and campaigns don't clash.
Your drive to get things done may cause you to lose sight of realistic deadlines. So, as a pro tip, be honest about the capacity of your team or volunteers. You risk burning out your workforce if you become too ambitious when setting deadlines. Using your SMART goals, break down significant tasks. For instance, if you're planning an event, set deadlines for securing the venue, sending invitations and confirming speakers.
Set priorities and identify tasks with flexible deadlines and non-negotiable task deadlines. Keep your team well-informed; each person needs to know their role in meeting deadlines.
Balancing Online Campaigns and In-Person Events
Each fundraising approach offers distinct advantages and drawbacks.
Online Campaigns:
- Pros: With online campaigns, you can reach a much broader audience without the geographical limitations of in-person events. Tools like email campaigns and social media ad campaigns let you engage donors globally.
- Cons: Personal connections can be lacking. It's harder to create the emotional engagement that often drives large donations in an online setting.
In-Person Events:
- Pros: In-person fundraising events offer the chance to build deep, personal relationships with donors. You can create memorable experiences and foster solid emotional bonds that can lead to more significant contributions.
- Cons: In-person events can be costly, requiring significant investments in venues, catering and logistics. Additionally, they are limited by location. Only local or nearby donors can participate, reducing your overall reach.
Ideally, you can create a hybrid fundraising strategy by combining in-person events and online campaigns. You can leverage technology and in-person elements to engage donors and maximize revenue.
Recent trends show that online fundraising remains crucial while in-person events are making a solid return post-pandemic. Online methods like peer-to-peer campaigns, especially effective for Gen Z and millennials, provide scalability and convenience. In contrast, in-person events foster deeper connections but require more resources.
How Can I Use a Fundraising Calendar Template to Improve My Nonprofit's Efforts?
Benefits of Using a Pre-designed Template
Customizable fundraising calendar templates let you adjust essential elements that fit your nonprofit's goals, timeline and resources. A pre-designed template simplifies the process. Some other advantages are:
- Time savings
- Structure
- Comprehensiveness
Accessing Our Free Fundraising Calendar Template
Our free fundraising template is available to download. To get a copy of the template, follow these steps:
- Click the download link.
- When the page loads, click File in the top-left corner.
- Click Save As.
- Click Download a Copy.
Our template features goals, campaigns, strategies, assigned teams, budgets, timelines, tasks, key performance indicators (KPIs) and follow-up steps. It also addresses fundraising challenges. You'll notice that organizing efforts, allocating resources efficiently, tracking progress and ensuring timely communication are emphasized.
Customizing the Template to Fit Your Nonprofit's Needs
To personalize the fundraising calendar template, you can:
- Define your specific goals.
- Customize the campaign component to fit your mission.
- Adjust outreach strategies and assign tasks to team members.
- Modify the budget and critical dates based on your organization’s context.
- Outline success metrics that reflect your objectives.
If you're a small nonprofit, focus on fewer impactful campaigns. Larger nonprofit organizations can handle multiple overlapping initiatives. Be proactive and create a personalized fundraising calendar. It streamlines your efforts to increase donor engagement.
No quote could better emphasize the importance of creating a calendar that helps your nonprofit than one from The Nonprofit Fixer, Sean Kosofky:
"A fundraising calendar is a simple tool that lays out who does what when helping you prioritize and systematize your fundraising."
What Are the Best Practices for Managing a Fundraising Calendar Throughout the Year?
Review and Update Your Calendar Regularly
Managing your fundraising calendar requires a good dose of flexibility and adaptability. Things can change quickly in the nonprofit world – donor interests shift, economic conditions fluctuate, and unexpected events arise. Sticking too rigidly to your original plan could mean missing opportunities to engage with donors or trying to engage with them at an inappropriate time.
Make it a priority to review your calendar monthly to stay on top of progress and make necessary adjustments. If your nonprofit is more established, quarterly reviews might be sufficient.
Coordinate with Team Members and Sponsors
Clear communication improves teamwork in fundraising. It ensures everyone is on the same page regarding goals and timelines. Use tools like Google Calendar, Trello or Slack for team collaboration. Send regular updates and personalized messages to keep sponsors informed. You can also invite them to participate in events.
Adapt to Changes and Unforeseen Circumstances
Common challenges in fundraising planning often include shifting donor priorities and unforeseen circumstances, like economic downturns or public health crises. Creating a flexible fundraising calendar and a contingency plan may be helpful.
Additionally, creating alternative strategies ahead of time can save your team a lot of stress. Regularly review your goals and maintain open lines of communication with your team to ensure everyone can pivot when needed.
How Can I Measure the Success of My Fundraising Calendar?
Track Progress Toward Fundraising Goals
KPIs are your best friends when measuring your fundraising calendar's success. Focus on metrics like donor retention rates, average donation amounts and event attendance. These figures give you valuable insights into what’s working and what isn’t.
Analyze the Performance of Different Campaigns
Start by comparing total funds raised, donor acquisition costs and engagement rates across your channels. Critical metrics for measuring your fundraiser’s return on investment (ROI) include return per donor and the cost per dollar raised.
For instance, if you run a multichannel campaign, measure how effectively each channel – such as email, social media and events – drove donations. It will help you see which approach works best with your audience and update your calendar to help avoid fundraising fatigue.
Use Data to Improve Future Fundraising Efforts
Data-driven decision-making is vital in fundraising because it allows you to make choices grounded in facts rather than intuition. Examining past performance allows you to spot trends and identify the best strategies. This insight enables you to refine plans, allocate resources effectively, and tailor campaigns that resonate with your donors.
A BWF study illustrates the impact of data analysis on nonprofit fundraising. They found that organizations using predictive analytics can better connect with high-value donors, ultimately boosting their fundraising success.
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