The hard part is over, your fundraiser is officially in the books! While it’s tempting to just walk away and take a well-deserved break, the “wrap-up” phase is actually where the most important work happens. If you want to avoid starting from scratch next season, you need a solid plan to close out this year.
To help you stay organized, we’ve put together this comprehensive fundraising checklist. Following these steps for fundraising will ensure you protect your progress and set the stage for an even better result next time.
Step 1: Track Your Metrics and Success
You can’t improve what you don’t measure. Before the details get fuzzy, sit down and crunch the numbers. This is the most vital fundraising advice we can give: accurate data is your best friend for next fundraising season.
- Total Funds: Ensure every participant has turned in their final counts. Subtract your costs (marketing, supplies, etc.) to find your true net profit.
- Time Spent: Ask your team for a rough estimate of their hours. This helps you set realistic expectations for future volunteers.
- Growth Rate: Use the formula [(This Year – Last Year) / Last Year] x 100. This percentage tells you if you’re actually moving in the right direction.
Step 2: Send Out Sincere Thank Yous
Did you know that over 50% of donors stop supporting organizations because of poor communication? If you want people to come back, you have to show them they matter.
- Be Personal: Skip the generic templates. A handwritten donor thank you note goes a long way in a digital world.
- Show the Impact: Tell a specific story. Instead of just saying “thanks,” tell them, “Your donation bought the jerseys for our junior varsity team.”
- The “Six-Month” Rule: A great fundraiser thank you message shouldn’t just happen once. Send a follow-up a few months later with a photo of the results to keep the connection alive.
Step 3: Gather Feedback via Surveys
The best time to get the truth about your event is right now. Reach out to both your participants and your customers while the experience is fresh.
- Keep it Simple: Use tools like Google Forms or SurveyMonkey. Ask how they heard about you and what would make the process easier next time.
- Timing Matters: Always send your thank you message for donors before you ask them to fill out a survey. You want them to feel appreciated, not pestered.
Step 4: Reflect, Delegate, and Plan Ahead
Most leaders think they’ll remember everything next year, but life gets busy. Take 20 minutes now to write down what worked and what didn’t.
- Self-Reflection: What was one new thing you tried that actually worked? Who were your most helpful volunteers? Record these notes for whoever leads the project next.
- Early Delegation: If you know you’ll need help next year, ask now. People are much more likely to say “yes” when they have months to plan for their responsibilities.
- Set the Date: You don’t need a specific day yet, but pick a month for your kickoff meeting. Getting it on the calendar now prevents the “last-minute scramble” later.
Step 5: Celebrate Your Hard Work!
Never underestimate the power of a “job well done.” If your participants don’t feel recognized, they probably won’t sign up for the next fundraising event.
- Public Shout-Outs: Use social media to celebrate. A simple “Well done, team!” or “Look what we achieved together!” builds massive loyalty and costs nothing.
- Change the Routine: You don’t need a fancy party to celebrate. Use your next meeting for a fun game or a movie.
- Personal Recognition: Along with your thank you message for a donor, send a quick note to your top sellers. Letting them know their hard work was noticed makes them feel like a valued part of the team.
By following this fundraising checklist, you aren’t just finishing a project, you’re building a foundation. You’ve put in the work, you’ve gathered the data, and you’ve thanked your community. Now, it’s finally time to celebrate. We can’t wait to see what you accomplish next year!
Ready to get a head start? Download our Fundraising 101 Guide.
