Top 5 Recommended Components to Add to Your Digital Waiver

While it may not seem like it at first, whitewater rafting and your next fundraising event do have something in common—they (should) both require participants to sign waivers.

Waivers aren’t just for outdoor adventures. Any event comes with some level of risk, and waivers can help prevent your nonprofit from incurring costly legal damages if those risks come to pass.

While using waivers does introduce another step into your event planning process, digital waivers streamline the process for you and event attendees. However, it’s important to know what to include in these forms to prevent legal issues effectively. In this guide, we’ll explore some digital waiver basics and the key components to include in each one—let’s begin!

Why use digital waivers as a nonprofit?

As mentioned, waivers can function as a legal shield by naming the risks of engaging with a specific activity or event and limiting the organization’s responsibility for injuries and damages. While these documents aren’t foolproof, understanding their use cases, how to draft them, and the importance of working with a lawyer will strengthen your waivers.

As a nonprofit, you’ll most commonly need to obtain waiver signatures:

  • From event attendees: Events of any kind can come with risks, especially those with some kind of physical element. For instance, someone participating in your 5K fundraiser could sprain their ankle. By having attendees sign a waiver, they release your organization from liability for issues like these.
  • From volunteers: Similar to fundraising events, volunteer opportunities can have inherent risks. Often, these opportunities involve manual tasks like lifting heavy objects or caring for animals. Draft a special volunteer liability waiver covering specific risks volunteers may encounter.
  • For photo releases: A photo release is an agreement that permits your organization to use a person’s image for commercial purposes. Photos from your events make excellent marketing materials, but you’ll need to do your due diligence and secure a photo release from anyone featured in the images. This is especially important if you’re working with minors. Make this easy by adding a photo release clause to your waiver.

In addition to preventing legal issues, waivers can help you learn more about your supporters and personalize future interactions.

For example, you might reference all of the past waivers a specific donor has submitted, see that they frequently engage in fundraising events that include games and activities for kids, and send personalized invitations to similar events in the future. Or, you could reference all of the events a supporter has attended in your donor recognition efforts.

Digital waivers are also a much more eco-friendly option than paper forms, making them a great option for any organization that prioritizes sustainability.

What should you include in your digital waivers?

Below are some of the most important formatting elements you should consider adding to your waivers—keep in mind that you’ll need flexible, customizable software for this. But before you start drafting the form, find a lawyer who can help. 

As Smartwaiver’s guide to making a waiver explains, “waivers that do not mention all possible risks, use vague or unclear language, or violate local regulations” may face enforceability issues that negate the benefits of using a waiver in the first place. A lawyer can ensure you use sound legal language and comply with the specific regulations governing waiver usage in your state or country.

1. Signature boxes

Signature boxes are where participants actually sign the document, and they are one of the most important aspects of the waiver. You may have participants draw their signature with a mouse or stylus or simply type their name to agree to the terms in the waiver. Don’t worry—these signatures are as legally binding as a “wet” signature signed with pen and paper, thanks to the E-Sign Act.

If there are very specific parts of the document you want people to agree to, you might also add signature boxes. For instance, you might embed a safety video in the waiver and have participants agree to a statement saying they viewed the materials and will follow all safety instructions.

2. Training materials

Your event or volunteer opportunity may require participants to view training materials beforehand. This not only keeps them safe but also ensures the event runs smoothly and efficiently. For example, you could have volunteers at your animal shelter watch a training video on how to clean cages and properly greet and engage with animals. Or, you might have supporters participating in a charity soccer tournament watch a quick video with stretches and tips for preventing injury.

Including these materials in your waiver will also streamline event registration. Supporters can easily access the waivers before the event and complete the training process at home without wasting time when they arrive.

3. Flagged questions

Some questions may require a certain answer for the participant to submit the form. For instance, only adults can agree to a waiver. So, you might flag the question “Are you 18 years or older?” so participants who check “No” cannot proceed.

Flagged questions ensure each waiver is completed accurately and is legally sound, maintaining your peace of mind. Plus, this automatic method keeps incomplete waivers from slipping through the cracks and removes the chance of human error.

4. Parent/guardian relationship options

While it’s true that minors cannot agree to the terms in a waiver, there are plenty of activities that both require waivers and are appropriate for minors. For instance, Atlanta Habitat for Humanity has diverse volunteer opportunities for those 16 and older—how do you navigate situations like this?

Fortunately, there’s a simple solution. Just allow the user to choose who will participate in the activity (an adult, a minor, or both) and then direct them to the correct form. This way, parents and guardians can complete forms on behalf of their children.

5. Custom fields

Think of custom fields as the wildcards of digital waivers—you can use them for anything you like! Here are a few examples of why you might use this element:

  • Obtaining medical information or emergency contacts
  • Gathering input on health and safety preferences (e.g., dietary restrictions)
  • Asking supporters how they found out about your event to track marketing performance
  • Preparing for the event with event-specific questions (e.g., for an auction, auction item preferences, bidding limits, and overall budget)

Custom fields can help you better plan your event, customize the waiver to fit your unique needs, and obtain useful information about supporters that you can use to tailor future interactions.

When it comes to protecting your nonprofit from legal harm, digital waivers are definitely the way to go. However, be aware that while it sounds promising, free digital waiver software may not be the best option. These tools often have hidden fees, paywalled features, and lackluster tech support—plus, they have no incentive to go the extra mile with updates and stringent security measures.

Instead, select a provider within your budget that offers scalable, customizable, and secure forms as well as quality customer service.

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Using Direct Mail to Generate Interest in Planned Giving

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In the age of bloated inboxes and prevalent online scams, direct mail stands out to donors—making it a highly beneficial communication channel for nonprofits. Not only does receiving a letter surprise donors and give them a tangible reminder of your organization, but direct mail also helps you connect with supporters across generational divides.

This is especially true for some of your most influential donor prospects: those interested in planned giving. Planned giving donors are at the top of the donor pyramid, representing their immense potential to impact your mission. By cultivating these supporters with direct mail, your nonprofit can generate interest and ultimately secure more planned gifts.

In this guide, we’ll explore a few tips for using direct mail to engage, cultivate, and inspire donors to participate in planned giving.

1. Include visuals that showcase the impact of legacy gifts.

The number one reason donors make planned gifts is that they have a strong affinity for a cause and want to make an impact on it. To tap into this motivation, your direct mail campaigns must prioritize demonstrating impact. Make it clear just how much a legacy gift can do for your organization’s mission through your direct mail copy and visuals.

The right visuals will get your message across more quickly and effectively than words alone, helping you touch the hearts of prospective planned givers. Think photos of smiling beneficiaries, compelling infographics and data visualizations, and other images that highlight the positive outcomes of your work. When you combine these visuals with heartfelt copy, you can drive home the message that your nonprofit and planned givers can achieve amazing results together.

To choose the right visuals, segment your donors based on the aspects of your cause they’re most passionate about. Look to their giving and involvement histories to clarify each individual’s unique charitable interests. Then, include specific visuals and stories that will resonate with each group.

Ensure that every visual you include in your direct mail:

  • Has a clear purpose (such as demonstrating impact).
  • Represents the diversity of your community, including both beneficiaries and supporters.
  • Aligns with the visual style of your letter, postcard, or brochure.
  • Aligns with your nonprofit’s and planned giving program’s branding.
  • Evokes positive emotions like empowerment, hope, and pride.
  • Is referenced or alluded to in the appeal copy itself.

Additionally, make sure that any small visual elements, such as icons, emojis, or other graphics, are tasteful and match the rest of the appeal. If you’re not sure how to choose the best visuals for your planned giving appeals or communicate your nonprofit’s impact effectively, consider working with a communications consultant who can provide professional expertise.

2. Send a brochure with clear information about how planned giving works.

Not every donor has heard of planned giving before, and many don’t know what it means or how planned gifts work. This makes providing informational materials a crucial part of planned gift marketing and cultivation. One of the best ways to do so is with a physical brochure.

Direct mail brochures can include more information (and visuals!) than a one-page letter and serve as a resource donors can refer to again and again. To be effective, however, they must include all the information and resources donors need to take the next step. This typically means providing:

  • The types of planned gifts you accept and what they mean. NXUnite by Nexus Marketing explains that common types of legacy gifts include bequests, retirement plans, life insurance, charitable gift annuities, and retained life estates. Your organization might also include charitable remainder trusts, QCDs, and more.
  • Benefits of planned giving for donors. Highlight the personal impact donors can make on your cause, their control over the funds’ usage, tax benefits, and the extensive recognition planned gift donors will receive from your organization.
  • Links or QR codes to informational pages on your website. For supporters interested in learning more, direct them to your website so they can explore opportunities at their own pace.
  • Impact data about what you’ve been able to do with planned gifts before. Include charts, graphs, and tangible results demonstrating planned gifts’ long-term impact.
  • Donor testimonials emphasizing how rewarding it is to make a planned gift. Collect a few quotes from current planned giving donors about why they decided to participate in planned giving and what it means to them.
  • The contact details of your planned giving officer. Include your planned giving officer’s email address or phone number so interested donors can reach out directly with any questions.

Throughout the brochure, remember to use accessible, donor-focused language. Avoid getting too technical or in the weeds about planned gifts. Instead, put yourself in the donor’s shoes and prioritize the information that will spark their interest.

3. Provide an easy-to-use pledge card.

Often, the next step for planned giving prospects isn’t to email your planned gifts officer or talk to their financial advisor right away. Simply expressing their interest in planned giving is a great way to begin the process.

Make it easy for donors to take this step by providing pledge cards and return envelopes in your appeals. You can even include these cards with other standard fundraising appeals, just as you might mention matching gifts or other opportunities to increase impact at the end of a letter. Pledge cards should be pre-addressed and stamped so all donors have to do is write their name and check a box to indicate their interest.

You might include a few options on your card with a checkbox next to each one, such as:

  • Please send me more information about [specific type of planned gift].
  • I would like to speak to someone about legacy giving opportunities.
  • I’ve already included [your nonprofit’s name] in my will.

Once you receive one of these cards back from a donor, contact them to discuss their interest (or get details about the planned gift they’ve already made, if applicable). Additionally, Meyer Partners’ direct mail guide recommends following up with a handwritten thank-you note to each donor. This small token of appreciation shows that you value the donor’s interest in your cause, even if they’re not ready to make a planned gift yet.

Whether you’re launching a dedicated planned gift fundraising campaign or just promoting legacy gifts in your year-end appeals, these tips will help you cultivate and inspire prospects. Pair direct mail with other strategic outreach through email, phone calls, and in-person conversations for a well-rounded approach.

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Dos and Don’ts of Text Fundraising: Avoid Common Pitfalls

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Text fundraising is becoming increasingly popular, and for good reason. According to M+R Benchmarks, revenue from mobile messages increased by 14% in 2023, and fundraising mobile messages generated $92 in revenue for every 1,000 messages sent.

Although this fundraising method seems simple, you must create a cohesive strategy to maximize donation revenue and provide a smooth user experience.

We’ve compiled a list of dos and don’ts to steer you in the right direction and help you launch successful text fundraising campaigns. That way, you’ll have an actionable list of steps to build your strategy and pitfalls to avoid.

Do: Select the right text-to-give platform.

Start by choosing text-to-give software that will enable your text fundraising campaigns. Qgiv’s text-to-give platforms guide recommends looking for a solution with the following features:

  • Customizable campaign options to tailor your initiative to your organization and audience
  • Real-time donation tracking to ensure you receive all contributed funds
  • Security measures like PCI compliance, fraud detection, and data encryption to keep donors’ personal information private
  • Integrations with your constituent relationship management platform (CRM) or accounting software for seamless data transfers and easy analysis

Additionally, you may seek a solution with engagement features like fundraising thermometers and activity feeds that you can display during events to maintain momentum and increase participation.

Don’t: Use complicated keywords.

After you select text-to-give software, the next step is to choose your text fundraising keyword. This keyword is what donors will text to your dedicated phone number to kickstart the donation process.

Picking a keyword that’s too long or difficult to remember may bar donors from getting involved. Prevent typos and encourage participation with short, relevant, and memorable keywords.

For example, an animal shelter raising money to fund its adoption program may use the keyword “PAWS,” while a homeless shelter collecting donations to purchase winter gear for residents may leverage “STAY WARM” as its keyword.

Do: Personalize your messages.

Build strong, individual relationships with donors and show them their contributions matter with personalized messages. Customize your texts by:

  • Pulling data from your nonprofit’s CRM to address donors by name. Unlike a generic “Dear Donor,” using supporters’ first names will grab their attention and make your messages more engaging from the very beginning.
  • Referencing past involvement. Recognize the contributions supporters have already made to your organization, such as previous donations or volunteer work.
  • Segmenting supporters into relevant groups. Customize your messages to speak to different segments, such as new, one-time, recurring, or major donors. For example, you may include a quick sentence summarizing what your organization does for new supporters and thank major donors for their generosity.

Test these strategies and track metrics such as message open and conversion rates to determine the most effective tactics.

Don’t: Overcomplicate the donation process.

Text fundraising should be quick and easy for donors, leaving them with a positive impression of your nonprofit. Make the process seamless by:

  • Giving instructions. Spell out the steps for participating in text fundraising so supporters know exactly what to do. Bloomerang’s text-to-give guide recommends including screenshots or creating a video to make your instructions even more intuitive.
  • Using a clear call to action (CTA). When promoting your campaign, implement a call to action that’s simple and action-oriented. For example, you may encourage supporters to “text PAWS to 23453 to donate to help a pet in need.”
  • Optimizing your donation page. Since your campaign will lead donors to your donation page, you’ll want to ensure it offers a positive user experience. Optimize the page for mobile users, making sure all visual elements resize for smaller devices, the text is large enough to read, and tap targets are appropriately sized. Additionally, make your donation page accessible by including alternative text for images, adding captions for videos, labeling form fields with descriptive text, and ensuring sufficient color contrast between background and foreground text.
  • Accepting multiple payment methods. Let donors contribute via their preferred payment methods. An overwhelming 63% of donors prefer to give online with a credit or debit card, but you should also accept ACH and digital wallets like Google Pay and Apple Pay.

With a smooth donation process, donors are more likely to follow through with their contributions and give again in the future.

Do: Simplify your texts.

Text messages have a 98% open rate, proving just how effective this channel is for reaching your donors. However, once supporters open your texts, you’ll want them to read these messages all the way through so they take action.

The key to driving action with these messages is to keep them concise. In one or two sentences, grab donors’ attention by getting straight to the point about the purpose of your campaign and how donors can help. Then, provide the link to your donation page so donors can easily follow through with contributions.

Don’t: Rely on text fundraising alone.

While text fundraising is effective, you can maximize donations using a multi-channel approach. Combine text fundraising with these strategies for the best results:

  • Email fundraising. Older donors who aren’t as technologically savvy may be more inclined to respond to fundraising emails than texts. Additionally, you can use emails to promote your text fundraising initiatives so supporters can choose how they’d like to give.
  • Events. Text fundraising can add an exciting element to events and boost donation revenue. For example, you may pair your silent auction with a text fundraising campaign, allowing donors without winning bids to still contribute in a meaningful way.
  • Direct mail. Include a QR code on direct mail fundraising materials that leads donors to a text fundraising landing page or automatically creates a message to your text fundraising number that includes the keyword.

At the end of your campaign, survey donors to find out how they discovered your text fundraising initiative. That way, you can analyze which strategies most effectively promote your text fundraising efforts.

Do: Follow up with donors.

Don’t leave donors hanging once they contribute. Immediately after they donate, automate a text message that thanks them for their support.

Then, ask donors if they’d like to opt into campaign updates. If they agree, send them messages about your fundraising goal progress on a regular basis.

Once your campaign wraps up, thank donors again for their generosity, report on your final fundraising results, and let them know how they can stay involved in your organization.

Don’t: Forget to emphasize impact.

Throughout the campaign, keep impact at the forefront. By focusing on impact, you can motivate donors to participate and show exactly how their contributions will make a difference.

Let donors know what certain donation amounts will allow you to achieve. For example, a soup kitchen may indicate that $75 will allow them to feed a family of four for a week, while $250 will allow them to buy new kitchen supplies.

You should also include impact statements based on your final fundraising total in your follow-up. Explain how many beneficiaries you’ll be able to help and what donors’ funds will allow your organization to provide.

Whether you’re running a year-end appeal, supplementing fundraising event revenue, or just implementing a new donation avenue, text fundraising can help you raise more in an efficient and engaging way. Promote this option widely across various channels to encourage involvement.

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5 Nonprofit Staff Training Tips for Long-Term Success

From writing job descriptions to interviewing candidates, recruiting new talent can be a long and labor-intensive process. But once a new employee joins your nonprofit, they can be an invaluable asset to your team—as long as they have the right training.

You may think of training as a limited period of time when employees first join your organization, but in truth, nonprofits should continually encourage their employees to expand their skills and provide them with the resources to do so.

Whether an employee needs a tutorial on how to use your CRM or wants to learn new strategies to support your nonprofit’s strategic plan, there are numerous ways you can help employees continuously learn the skills they need. In this guide, we’ll explore five professional development tips to set your team up for long-term success.

1. Create an organized onboarding process.

After you’ve concluded the recruiting process, help your new hires hit the ground running in their roles. During onboarding, employees should receive the foundational training they’ll use for the rest of their time at your nonprofit. 

Your onboarding process should have a formal structure so it is clear when employees have officially been onboarded and are full-fledged members of your team. It should not end after an arbitrary amount of time, but after clear training objectives have been completed, such as finishing training modules, earning accreditations, or fulfilling specific new hire assignments.

Additionally, prepare an employee handbook that provides reference materials employees can look back on throughout and after onboarding. Since your employees will need to absorb a lot of new information quickly, they’ll appreciate having a reference book to refresh their memory.

2. Set up mentorships.

New hires have a lot to learn when they first join your nonprofit, and even with a thorough onboarding process, they’re likely to have questions about their day-to-day responsibilities. A mentorship provides someone they can turn to for any and all of these questions.

Since your employees already have managers, you might wonder what the point of mentors is. These roles differ in a few key ways:

  • Managers are formal supervisors who assess employees’ work, pass down assignments, and provide progress reports to leadership as needed.
  • Mentors are senior colleagues who handle many of the same responsibilities as new hires, provide informal advice, and aren’t expected to elevate new hires’ comments and questions.

Some mentorship programs may be more involved, such as requiring mentors to put together presentations or take new hires out to lunch. In general, however, employee mentors act as a comparatively informal resource new employees can turn to for guidance.

3. Promote training courses.

While your employees should always be learning, the formal training process can only last so long. Provide your employees with the resources they need to further their careers by promoting training opportunities they can enroll in.

Laridae recommends providing a range of training resources, including:

  • Virtual classrooms. Most training courses take place online. However, there’s a big difference between a course that auto-plays several videos in a row and one that puts attendees in a virtual classroom where they can interact with instructors and learn from their peers.
  • One-on-one coaching. Employees can receive tailored lessons, get specific questions answered, and set personalized professional goals with a dedicated mentor.
  • Take-home tools. Learning should continue even in between training sessions. Look for training courses that provide employees with guides and take-home tools they can continue to rely on even after the course wraps up.

When helping employees find and attend training courses, look for offerings that provide lessons relevant to employees’ career objectives, offer in-depth training, and use interactive teaching methods that will make lessons stick.

4. Attend nonprofit conferences.

Every year, thousands of nonprofit professionals gather at a number of conferences hosted across the world. These gatherings are opportunities to learn about the latest trends in the nonprofit sector, from microinteractions to AI technology.

Conferences usually consist of lectures and workshops where attendees can improve their skills. NXUnite provides a short list of nonprofit conferences your organization can consider sending interested employees:

  • Double the Donation’s Matching Gift Summit. Corporate funding, like matching gifts, often goes unclaimed because nonprofit professionals aren’t sure how to discuss it. Double the Donation’s Matching Gift Summit can answer your team’s questions and provide actionable insights into how to earn matching gift revenue.
  • The Association of Fundraising Professionals International Conference. Hosted by the Association of Fundraising Professionals, this conference covers a wide range of topics, providing workshops and lectures related to nearly every aspect of your nonprofit.
  • GrantSummit. Grant writing requires highly specific skills nonprofit professionals might not otherwise pick up through their day-to-day responsibilities. Allow your employees to improve grant-related skills and meet with foundation leaders to get your foot in the door with grantmakers.
  • Nonprofit Storytelling Conference. Nonprofits looking for actionable advice on improving their community outreach can upgrade their storytelling skills by attending this annual conference.
  • bbcon. Hosted annually by Blackbaud, bbcon provides a deep dive into updates and best practices for Blackbaud’s suite of nonprofit software, making attendance a necessity for nonprofits using Blackbaud tools.

Research conferences in your area or ones that are far away but worth traveling to. From community engagement to technology, nonprofit conferences cover a wide range of topics, so consider your training priorities and which staff members will gain the most from attending these events.

5. Encourage association memberships.

Many nonprofit conferences are hosted by associations. In between annual events, these associations continue to provide high-quality resources and opportunities to their members. Consider encouraging some of your employees to join nonprofit membership associations.

To ensure your employees receive valuable resources for improving their skills, look for associations that provide:

  • Credential programs. Along with networking opportunities, many professionals join associations to access credential programs. These courses can advance your team’s skills and allow them to step into new roles.
  • Research reports. Many associations conduct research on their fields. These published reports can provide insights into the future of your industry but are often locked behind membership paywalls. When your employees have access to these resources, they can better map out their skill development goals.
  • Community. One of the strongest resources any association membership can provide is access to a community of experienced professionals. Look for associations with online community platforms that your members can join and use to connect with other nonprofit professionals. With these tools, they can ask questions, participate in discussions about developments in your field, and even promote job opportunities at your nonprofit to aid recruitment efforts.

You can help your team join associations by offering to help pay for their membership fees. If you do so, consider asking members to use what they learn to help train the rest of your team. For instance, you might ask an employee who comes back from a members-only conference to give a short presentation on what they learned.

Training your nonprofit’s employees isn’t just about getting them up to speed on day one. Instead, effective training involves providing employees with the resources they need to continually improve throughout their careers.

Encourage employees to take their training into their own hands with external courses and conferences, or even consider bringing in a consultant for nonprofit organizations to help your employees develop specific skills. From there, continue to encourage professional growth so your team can power your nonprofit’s success from each year to the next.

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6 Quick Questions to Determine Your Fundraising Event Format

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Picture this—you’re brainstorming ideas for next year’s fundraising event. Some team members think you should try online or virtual fundraising while others hold fast to in-person events. You’re at a decision-making crossroads and aren’t sure which way to go.

This is a common occurrence for many organizations as more new and innovative ideas spring up each year. With all of these options, it’s difficult to know which one makes the most sense for your organization.

That’s why we’ve created this quick guide to help you take a step back and narrow your fundraising event choices. Together, we’ll review these questions you can use to inform your event decisions:

Infographic showing questions you can use to guide your fundraising event decisions, as explained throughout the text below.

1. What are your event goals?

Every fundraising event should be a vehicle for helping you meet clearly defined goals. First, it must help you meet your revenue goals. Your team should conduct research on both your fundraising history and current fundraising event trends to find a profitable solution.

In addition to raising revenue, your organization should consider what additional engagement or awareness goals you’d like to target with your new fundraising event. These could include:

  • Acquiring new donors. Large-scale community events are a great opportunity to expand your existing supporter network and tap into new donors. Ask your volunteers and existing donors to invite their friends and family.
  • Cultivating relationships with existing donors. Fundraising events offer another chance to engage regular supporters and invite them to delve deeper into your cause. For instance, if you host an event to fund a new project, you’ll be able to educate existing donors on your organization’s growth.
  • Encouraging community or school spirit. Fundraising events bring communities together to support worthwhile causes. You can use yours as an opportunity to enhance these community bonds or boost school spirit.
  • Promoting your cause. If your nonprofit is new to the area, or you’ve just revamped your elementary school, fundraising events can act as an impactful promotional tool. Just be sure to thoroughly explain your mission and how you’ll use the funds raised.

Ideally, your fundraising event will help you accomplish multiple goals at once. And, if you’d like to take your event one step further, you can partner with sponsors or other like-minded organizations to increase your resources and reach.

2. What is your budget?

Look at your budget holistically to determine which fundraising event combination will offer the best return on investment (ROI). For instance, live events require more upfront costs and planning but tend to bring in more revenue. On the other hand, online events are more flexible but may not generate as many donations.

Consider the following event-related expenses when narrowing down your event format:

  • Venue
  • Fundraising software
  • Catering
  • Entertainment
  • Staff
  • Decorations
  • Sound and lighting equipment

Ensure you have enough space in your budget for a contingency fund in case you fall short of your revenue goals. This way, you’ll be prepared should unexpected expenses or last-minute cancellations sneak up on you.

3. Who is your audience?

Knowing your audience helps determine which events will appeal to them. For instance, a large nonprofit organization might find success with upscale silent auction events while an elementary school might plan more family-friendly events like a fundraising field day or carnival.

Dig into your donor database to get the most relevant audience insights. Pay special attention to the following characteristics:

  • Age. Different age groups tend to have different donation habits and preferences. For instance, 40% of Millennials are enrolled in a monthly giving program, while 58% attend fundraising events.
  • Location. The location of your supporters is a deciding factor as well. For example, an online or hybrid event format may work best for organizations with a large global audience and limited planning time.
  • Income. Looking into the average income of your supporters can help you better understand how much you can expect to raise from your event. This way, you can plan one that appeals to their interests and takes their giving capacities into account.

Use these insights to adjust your current event format or opt for a new one completely. As an example, if you are set on running an auction, use your donor’s giving capacity to guide your auction item pricing choices.

4. What will your main revenue streams be?

Different event formats use different revenue streams. Often, one event format will rely on multiple methods to generate the most funds. For instance, a fundraising concert may use ticket sales in addition to merchandise sales or text-to-give options. Here is a full view of revenue streams you can explore for your event:

  • Ticket sales
  • Peer-to-peer or crowdfunding revenue
  • Merchandise
  • Auction revenue
  • Text-to-give
  • Raffle tickets
  • Recurring gifts
  • Matching gifts
  • In-kind contributions

Make sure you have the right software systems in place for your decided revenue streams. For online donations, you’ll want to choose a secure credit card processing platform that offers donors the ability to donate using their preferred payment option.

5. What time of year will your event be?

Choose an event date that does not conflict with your organization’s other plans or interfere with the plans of your supporters. Both of these criteria will differ depending on the nature of your organization and its supporter base.

On the nonprofit side, there are seasonal considerations an organization needs to grasp before deciding on an event. Funds2Orgs points out these noteworthy seasonal statistics:

  • On average, nonprofits raise 26% of their revenue in December.
  • 45% of donors enroll in a monthly giving program.
  • 10% of annual giving occurs in the last three days of the year.
  • GivingTuesday in 2023 saw a total of $3.1 billion in donation revenue in the U.S. alone.

On the school fundraising side, popular fundraising event seasons are back-to-school and springtime to energize your school community. Additionally, SchoolAuction.net suggests fundraising year-round to take the pressure off of a few event dates and tap into small amounts of consistent income.

6. What support will you need?

Event planning and coordination needs should be top of mind when considering your event format. If you have limited staff and planning time, you may opt for a few online fundraising events. On the other hand, if you have a knowledgeable and available support team, you might undertake more elaborate in-person fundraising opportunities.

Consider what volunteers, event staff, technical support, nonprofit board member support, and software support you need to make your event successful. Then, make your staff recruitment plans ahead of time so you’ll be ready once the event date rolls around.

Using these questions, your organization can choose your next fundraising event with confidence knowing you’ve done the research upfront. Once your event is over, be sure to update your internal records to indicate the revenue and engagement outcomes. That way, you’ll have fresh data to turn to for future event planning.

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Grant Project Kickoff Meeting: Free Template & Explainer

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Writing a winning grant proposal is no easy feat. These projects have many moving pieces and require cross-team collaboration. Mastering grant writing means mastering organization and communication.

A successful grant writing process fosters clear internal communication from the very start. This is why grant writing experts recommend hosting a kickoff meeting for everyone who’ll be involved in the grant application process.

A preliminary meeting can go a long way to simplify grant writing, freeing up more of your mental bandwidth to craft a truly standout proposal that will win support, diversify your funding, and bring your plans to life. Let’s review how these meetings work and walk through a sample meeting agenda you can use for your next grant project.

What’s a grant kickoff meeting?

A grant kickoff meeting is a gathering of the key team members in a nonprofit who will contribute to the grant proposal in some capacity. These meetings typically involve the grant writing lead(s) and individuals from the organization’s finance, program, and leadership teams.

This meeting should occur early in the grant writing process, once the project lead has identified the grant opportunity and distilled its requirements into a detailed outline but before actual information gathering or drafting has begun.

The purpose of this meeting is to align the whole team on a few essentials, including:

  • Details about the grant
  • The project your nonprofit is proposing
  • The grant application’s requirements
  • The specific resources needed to meet the requirements
  • Your schedule for meeting all deadlines

A successful meeting will put everyone on the same page with a shared understanding of the grant, your project, what’s needed from each team member, and by when. This level of organization and efficiency leads to smoother experiences and more cohesive narratives to impress funders.

As you already know, grant applications and their requirements can be complex and often lengthy. An organized agenda and clear communication before, during, and after the kickoff meeting will significantly streamline the entire process and set you up for success.

Template for your grant kickoff meeting agenda

Learn Grant Writing’s guide to writing a proposal recommends drafting a kickoff meeting agenda and sending it to all participants a day in advance. So what should your agenda include? These templates and steps will walk through the most important elements to include:

1. Meeting logistics

Start your agenda with the basic meeting logistics and key grant details that team members can reference quickly.

Date:

Time:

Grant writing lead:

Attendees:

Subject: (“Kickoff for ____ Grant,” etc.)

Title of grant:

Funder name:

Value of grant:

Final application deadline:

2. Introductions

In many cases, not everyone involved in the kickoff meeting will know each other. If you are a freelance grant writer hired by the nonprofit (or if you’re a staff member helping a freelancer set up the meeting), introductions will definitely be in order.

In any case, it’s always a good idea to start the meeting with a brief overview of each individual’s role in the organization and to establish why you’re meeting. You may even want to explicitly write out the objective and intended outcome of the meeting to give everyone an immediate shared understanding.

Objective: To review the grant requirements as a team, determine who will be responsible for which deliverables, and align on deadlines.

3. Project overview

Next, orient the team to the project being proposed, its current state, and what’s still needed to accomplish it. This section will naturally vary greatly between organizations and projects. You’ll likely want a team member directly involved in the project or program to lead this portion of the meeting.

Project overview: [Provide background information on project planning and needs]

Cost estimate:

Funding secured and sources:

Funding needed:

[Include other relevant details as needed]

4. Immediate questions

During the process of reviewing the grant’s requirements and putting together the agenda, you as the grant writing lead will likely encounter specific and miscellaneous requirements. Round up those for which you can get quick answers from the team to knock them out in one go.

Bigger or more open-ended questions can be held until you discuss the full requirements and tasks.

Quick questions:

  • [List of specific questions raised by the grant requirements, for example, whether the organization is registered on Grants.gov or has a specific policy in its bylaws]

5. List of Requirements

Now you can get into the meat of the grant application: the full list of required sections and attachments that your team will need to draft or gather.

Create a simple bullet list of the specific resources that you’ll need to include in the full application. If you can, go ahead and include the name of the team member who you think will best be able to provide each resource.

Narrative and attachment requirements:

  • Grant narrative – [Name]
  • [Other required attachments specified by the funder, like IRS forms, other government forms, budgets, schedules, letters of support, and Board Resolutions, with names of relevant team members]

Grant databases and other resources may provide lists of opportunities’ requirements, and while these can be extremely helpful at a glance, do not over-rely on them. The grant itself is the source of truth—take the time before your meeting to read the requirements several times and copy a direct outline of what it asks of you.

6. Tasks for the complete application

In this portion of the meeting, you’ll walk through the sections of the grant requirements as a team and confirm who will be responsible for which elements.

Pre-assigning these responsibilities helps to streamline the process of facilitating the meeting and reduces extra back-and-forth. However, if you assign a task to someone who actually isn’t in the best position to handle it, take a moment to quickly decide who should be responsible for it instead.

Other open questions will likely crop up, as well, which you can likely save for the end of the meeting. The goal at this early stage is to walk through a straightforward outline as a team and divvy up tasks, not necessarily to pause and talk through granular details and strategies. Many required sections of grant proposals, like program or project budgets and impact projections, are essential for completing later sections, so it pays to get the ball rolling on them quickly.

For this portion of your agenda, literally convert the grant’s required sections into an outline, copying its language word for word. This outline will look very different for every grant you pursue, so here’s an excerpt of a general example:

Rating Factor 1

  • 1.1 Organizational Capabilities
    • 1.1a Managerial and Technical Staff
      • Descriptions and relevant experience from the past five years on similar projects – [Name of assignee]
    • 1.1b Audits
    • Copies of audit results from the past two fiscal periods – [Name of assignee]

…

Rating Factor 2

  • 2.1 Need and Extent of Problem
    • 2.1a Narrative section: Need and viability – [Name of assignee]

…

Create a complete outline for your particular grant and add assignee names like in this example. This process helps ensure that nothing falls through the cracks and that your finished proposal will exactly echo what the funder is looking for.

7. Schedule

Compile all of the requirements and assignments into a comprehensive schedule. Determine due dates for individual sections and attachments based on the grant application’s final deadline (ideally aiming to get everything completed several days before the final deadline).

During the meeting, you can update any assignee names as needed but try to avoid drastically reworking your timeframes. As the grant writing lead, you’re in charge of overseeing the big picture of the project and keeping it on track.

Schedule of Deadlines for Grant Requirements

Sample calendar template for grant kickoff meeting, listing key deadlines and meeting dates

Note the inclusion of team meetings—use the calendar to centralize all relevant deadlines, meetings, and other details that the grant team will need on their radar.

A simple table or spreadsheet will work fine at this stage. You may come up with your own abbreviation or color-coding system to keep the schedule from becoming visually overwhelming, but ensure that everyone is aligned on what the system means, perhaps by including a key. You should also make sure that the calendar is easily accessible by everyone. Provide team members with both printed and digital versions of the finalized calendar.

8. Questions and next steps

In this final section of your kickoff meeting agenda, leave some time for questions that haven’t yet been covered.

You should also clearly spell out the next steps for team members, including the first upcoming deadlines, who to send which deliverables to, and the date and time of the next team check-in meeting, if it’s been determined.

Next Steps

  • Next meeting: [Date and time]
    • [Or, create an action item to decide on a date as a team.]
  • Send all deliverables to: [Name and email address]
  • First deliverables due:
    • [Deliverable – Assignee name – Deadline]

Remember, clear communication will create a smoother overall grant writing process. Very explicitly spell out what you need to progress, and encourage all team members to stay responsive to requests and questions from one another as the project moves forward.

The importance of project management for grant writing

As you can tell from the kickoff meeting process, grant writing requires the right approach. Project management, a collection of logistical and decision-making skills that encompasses organization, communication, task and time management, and more, is a critical but often overlooked asset for grant writers.

For long-term success as a nonprofit professional or grant freelancer, you need the right approach and resources, like the examples in this guide. Get familiar with the components of a kickoff meeting and why it’s such a valuable exercise, and then adapt this recommended process to best suit your organization’s needs.

Stay mindful, keep improving as you go, and get ready to write a winning proposal.

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Capital Campaign Prep: 5 Things to Do Before Fundraising

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When you think about capital campaigns, you might picture your team spending hours on research, shifting all your attention to major donors, and trudging through months of non-stop fundraising. The good news: It doesn’t have to be this way.

Capital campaigns can be joyous, community-driven endeavors that rally your entire support base around a project that will make a clear difference to your mission. It’s not just about fundraising—capital campaigns are about building excitement, momentum, and lasting communal support for your cause.

Achieving these results, however, takes plenty of preparation and thorough campaign planning. In this article, we’ll cover five important steps your nonprofit should take before you start fundraising to set your capital campaign on the path to success.

1. Partner with a fundraising consultant.

Fundraising consultants are invaluable assets to your capital campaign, especially if your organization has never launched one before. A consultant who specializes in capital campaigns can take your organization through every step of the process, providing expert, tailored advice along the way.

Specifically, they can help you with:

  • An internal assessment or feasibility study. Whether you choose to conduct a traditional feasibility study or a more transparent internal assessment, a consultant can guide you through the process and help you analyze the results.

  • Campaign planning and strategy. Get expert advice on your campaign’s goals, budget, timeline, fundraising strategy, events, and more.

  • Prospect research. Consultants with access to professional prospect research databases and wealth screening tools can identify, research, and target the prospective major donors who are most likely to give to your campaign.

  • Major gift cultivation and solicitation. After identifying the most likely major giving prospects, your consultant can create personalized donor cultivation plans and provide major gift solicitation tips.

When hiring a capital campaign consultant, remember that you’ll be working with your chosen expert for an extended period (potentially multiple years). It’s essential to consider factors like value alignment and communication styles in addition to prospective consultants’ services and areas of expertise.

Partner with a consultant you’ll enjoy working with—someone who will put your organization’s mission and values at the heart of their campaign strategy.

2. Analyze your past fundraisers.

Since capital campaigns are large-scale fundraising endeavors, it’s worthwhile to assess your organization’s current fundraising practices and identify areas for improvement. By improving your processes now, your team will be in a better position to succeed throughout your capital campaign and beyond.

With your consultant’s help, dive deep into your database and analyze your organization’s past fundraising data. Historically, where has your team struggled most? Have your biggest challenges been related to your team’s capacity, major gift solicitation, donor retention, or something else?

Once you know where to improve, take steps to make your fundraising team more efficient, effective, and confident before you start fundraising.

3. Identify and interview key stakeholders.

Traditionally, interviewing stakeholders is part of a feasibility study designed to determine whether your capital campaign can realistically meet your goals. However, many organizations find this approach outdated, opting instead to have open conversations about the campaign with key stakeholders to gather insights, strengthen relationships, and boost excitement for the project.

To gauge opinions and energize potential supporters, ask major donors, community leaders, and other important stakeholders questions like:

  • How do you feel about our organization’s vision for the future?

  • Do you think this campaign is relevant and important to our mission?

  • What do you think are our nonprofit’s strengths and challenges?

  • How high does our organization fall on your list of charitable priorities right now?

  • Can you see yourself contributing to this capital campaign? At what giving level?

The answers to these questions will give you an idea of the support your organization can expect for the campaign. When you lead these conversations yourself, you can also use them as an opportunity to test and refine your case for support. According to NXUnite by Nexus Marketing, it’s important to take supporters’ insight into consideration and make your case for support as appealing to their motivations as possible.

4. Obtain buy-in from board members.

Once you’ve done sufficient research and have solidified the core elements of your capital campaign (like messaging, initial timelines, potential lead donors, etc.), it’s time to get approval from your board. This is a crucial step to take before collecting any campaign donations. Make sure your board members have a thorough understanding of what the campaign will look like, how much support you can expect, the resources needed, and their own responsibilities.

To secure board buy-in, you might need to:

  • Share the detailed results of your internal assessment or feasibility study.

  • Provide initial campaign resources, like a budget, timeline, and case for support.

  • Explain the vision for the campaign and how it will drive your mission forward.

  • Create capital campaign committees (i.e., a planning and steering committee) and assign committee members if you haven’t already.

  • Set expectations for board member involvement and contributions to the capital campaign.

  • Discuss any major gift commitments you’ve received or can realistically expect to get.

Securing board buy-in on such a large project can be challenging, so don’t be afraid to lean on your consultant during this process. Ask them if they’d be willing to join a board meeting and discuss your plans for the campaign with board members. They’ll have valuable insight into your organization’s specific needs and common challenges that nonprofits like yours face when running capital campaigns.

5. Build up your community.

According to Donorly’s capital campaign guide, “organizations can achieve better, longer-lasting results when they take a community activation approach to capital campaigns.”

Major donors are not the only key players to be concerned with—what truly drives your mission forward is your community. After your capital campaign ends, your community members will be the ones to step up and fund the maintenance of your new building, use your new programs or services, and sustain your nonprofit long-term.

That’s why it’s essential to spend time building up your community and cementing your organization’s value to community members before you start fundraising for your capital campaign. You might do this by hosting regular events, reaching out to community leaders, or working to promote your cause to new audiences.

All of this work will help you raise more funds for your capital campaign once you’re ready to enter the quiet phase. However, this isn’t to say you can’t discuss giving at all with excited donors. If a lead donor is excited about the campaign and feels ready to dive in, collect a verbal commitment instead of accepting the donation now. This way, you’ll have the knowledge, buy-in, and pre-committed support to build a strong foundation for your capital campaign.

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Top Benefits of Salesforce Nonprofit Cloud’s Data Model

Nonprofit Cloud (NPC) is a Salesforce product designed for nonprofit organizations, offering a suite of tools tailored to their needs. Built into the Salesforce platform core, it is compatible with other Salesforce products, apps, and integrations. For example, you might integrate it with Experience Cloud or Marketing Cloud Account Engagement (MCAE) to create personalized, interactive experiences and communications.

NPC’s data model makes this flexibility and interoperability possible. Whether you’ve never used Salesforce before or are thinking about switching from NPSP to Nonprofit Cloud, it’s essential to understand data models and how they impact your CRM.

In this guide, we’ll explore data model basics and the benefits NPC’s data model offers.

What is a data model?

A data model organizes and structures data, standardizing how various elements relate to one another. Without one, data would be disorganized and virtually unusable. For example, a nonprofit might leverage standard Salesforce objects like “Contacts” to track information about donors, volunteers, and other supporters.

Data models give your information meaning and make it easy to identify trends and relationships. Within Salesforce, data models are built on these basic elements:

  • Records, which are the pieces of data stored in fields. So, the category “Donor Name” would be the field, and the name “Anna Smith” would be the record.
  • Fields, which are data elements stored within an object. The Gift Entry object contains fields like campaign ID, date of transaction, gift amount, and donor contact information.
  • Objects, which serve as tables or containers for information. For example, a Gift Entry object would contain information about a specific gift. Salesforce offers standard objects, which are pre-built and included in the system, and custom objects, which nonprofits can create to record information unique to their organization.

Using these elements, your CRM organizes your data. When you collect new data or generate a data report, your CRM will be able to locate the correct information by identifying the objects, fields, and records you need.

What are the benefits of NPC’s data model?

Each Salesforce solution uses data elements to structure information, and those structures can be set up differently to address various needs. For example, Fíonta clarifies that Nonprofit Success Pack (NPSP) is a collection of apps configured to meet nonprofit needs while NPC is an Industry Cloud built on the Salesforce platform core. These differences have implications for each solution’s data model.

While NPSP operates using a single data model, NPC’s complex system requires separate data models for each of its features, including fundraising, program management, and more.

Centralized data.

NPC’s data model and its status as an Industry Cloud make it easy to connect with other Salesforce products. This means that no matter what Salesforce tools you use to engage supporters, whether through your website or a third-party SMS marketing tool, you can funnel that data directly to your CRM.

Data consolidation can enhance security and data hygiene, which Deep Sync defines as “the practice of making sure the information you collect is correct.” Because staff won’t need to transfer data manually, you can reduce instances of input errors, duplicate entries, data silos, and outdated information. For added protection, Salesforce offers tools that can automatically audit and clean datasets.

Enhanced compatibility.

NPC’s data model pairs seamlessly with other Salesforce products, offers extensive customization options, and provides a scalable architecture. This means organizations using NPC can:

  • Integrate their platform smoothly with other Industry Clouds
  • Access common components like OmniStudio
  • Provide consistent, streamlined user experiences
  • Report on and analyze data consistently
  • Improve collaboration and efficiency across teams, even if they use different NPC systems or other Salesforce tools

Nonprofit Cloud also makes integrating with third-party tools easy. Select from the native and integrated solutions on the AppExchange to fill any gaps in your platform. To manage complex integrations or get guidance on selecting apps, consider working with a technology consultant.

Significant flexibility and customization options.

Because NPC is designed for nonprofits, it is well-equipped to manage most nonprofit operations. However, your organization likely faces unique challenges or has special, program-specific workflows that customization can assist with.

For instance, if a nonprofit conducts outreach and enhances donor development through regular community events, it might create custom objects to track the success of those events. Along with these objects, the organization could create new automated workflows and build custom dashboards.

Keep in mind that there is such a thing as too much customization. Adding too many custom elements could impact the platform’s ability to work well with other apps and clouds. This can result in technical debt, or the cost of reworking your solution in the future as a result of choosing the faster solution over the more effective and sustainable one. Use custom objects sparingly, and exhaust the list of standard and included objects first.

Another option is to look for apps built on the Salesforce platform. For example, NPC doesn’t offer dedicated volunteer management or event registration tools. Rather than spending time and resources cobbling together a custom solution, look for a quality third-party app that integrates with Salesforce.

Ease of use for staff members.

NPC can save your staff members’ time and energy. The platform offers guided flows, or automated workflows that streamline repetitive tasks like recurring gift entry. Because NPC is designed for nonprofits, it provides out-of-the-box features for core nonprofit processes. Additionally, unified data makes analyzing trends simple and ensures your insights are accurate.

When a solution is easy to use and fits into or improves existing workflows, staff members will be much more likely to adopt the technology. If you plan to implement or migrate to NPC, work with a specialized Salesforce consultant. They can help you train staff, encourage adoption, and learn ways to boost efficiency and maximize your CRM investment.

Salesforce also offers its own free training resources and communities, such as the Salesforce Trailhead.

Nonprofit Cloud is a powerful, comprehensive tool designed specifically for nonprofit organizations, and it’s data model offers unique advantages over other nonprofit CRMs. Using the knowledge in this guide, your organization can take full advantage of NPC, enhance its data quality and security, boost efficiency and collaboration, and create a tailored system that grows with you.

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5 Engaging Year-End Fundraising Ideas for Your Nonprofit

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It’s no secret that year-end giving is critical to nonprofits’ success. Research shows that 30% of annual charitable donations occur in December, and 10% of contributions happen in the last three days of the year!

This end-of-year giving surge is the perfect opportunity for your nonprofit to strengthen its relationships with donors and set itself up to retain their support for another year. To maximize supporter engagement opportunities during this season of generosity, consider supplementing your usual annual giving initiatives with fresh year-end and holiday fundraising ideas.

In this guide, we’ll discuss five of our favorite year-end fundraisers, many of which involve activities your supporters may already participate in during the holiday season. Let’s dive in!

1. Online Shopping Fundraiser

During the holiday season, shopping becomes increasingly popular as people buy everything from decorations to gifts to items that will help them execute their New Year’s resolutions. Consider giving your supporters a way to contribute to your nonprofit and shop more ethically by launching an online shopping fundraiser!

During an online shopping fundraiser, your organization earns a portion of your supporters’ sales totals when they make purchases at participating e-commerce businesses. You can launch this campaign in three simple steps:

  • Partner with an online shopping fundraiser platform—they’ll walk you through setting up your campaign and provide the app your supporters will use to automatically contribute to your organization as they shop.
  • Promote your fundraiser across all of your nonprofit’s print and digital marketing channels so supporters know how to participate.
  • Track your results so you can improve your marketing strategies throughout the holiday season and thank participants for their individual contributions.

Online shopping fundraisers cost nothing to run, and the best programs will provide support throughout the whole process, from handling retailer negotiations to designing marketing materials. Plus, you can leave your fundraiser open after the holiday season ends so participants can continue to support your cause with their purchases all year long!

2. Gift Card Fundraising

Your nonprofit can also tap into holiday gift-giving through gift card fundraising. Similar to an online shopping fundraiser, supporters buy gift cards to popular retailers and restaurants, and a portion of their purchase goes directly to your organization. While the end of the year is an especially good time to launch a gift card fundraiser, this also works as a year-round campaign since supporters will likely need to purchase gifts throughout the year for birthdays, graduations, weddings, and various other occasions.

ShopRaise’s gift card fundraising guide recommends choosing digital gift cards over physical ones for your organization’s fundraiser because supporters can receive them via email within minutes of purchase rather than having to wait for them to come in the mail. Then, they can give the gift card to its intended recipient simply by forwarding the email.

Supporters may also purchase fundraising gift cards for themselves so they can give back to a good cause while eating out or doing their own shopping. If your nonprofit runs a gift card fundraiser and online shopping fundraiser concurrently, a shopper can buy a gift card and then use it to pay for their purchases through your online shopping fundraiser, thereby contributing even more to your mission!

3. Virtual Silent Auction

Put a competitive twist on your supporters’ online holiday shopping with a virtual silent auction! Online auctions take the excitement of a traditional silent auction and make it more convenient for supporters since they can participate from anywhere. They’re also more cost effective for your nonprofit, although you should invest in auction-specific fundraising software to make your event go as smoothly as possible.

In addition to choosing an auction platform, some other key steps for organizing a virtual silent auction include:

  • Setting clear goals for supporter participation and revenue generation.
  • Securing corporate sponsorships to help offset the event’s upfront costs.
  • Procuring a variety of prizes that appeal to your supporters’ interests, from gift baskets to event tickets to vacation packages.
  • Marketing your auction early and often to maximize signup opportunities.

Make sure to collect data during your event so you can analyze it to determine whether you achieved your goals, and make informed decisions when planning future auctions.

4. Holiday eCards

If supporters purchase holiday gifts for their friends and family via your nonprofit’s online shopping, gift card, or virtual auction fundraisers, they may want to buy greeting cards to go with them. With a holiday-season charity eCard fundraiser, you can help them do just that!

To launch your eCard fundraiser, follow these basic steps:

  • Choose an eCard platform that makes it easy for nonprofits to create and sell their own designs.
  • Design a variety of holiday cards featuring your organization’s branding and mission-related imagery where appropriate (for example, an animal shelter might use photos of dogs and cats in holiday-themed costumes surrounded by seasonal decor).
  • Sell your designs by embedding the cards into your digital donation page or adding them to your nonprofit’s online store, and raise funds with each purchase!

In addition to fundraising during the holidays, eCardWidget recommends using your nonprofit’s eCard platform to send eye-catching event invitations and thank donors for their year-end gifts. You can also turn this into a year-round fundraiser by designing eCards for various holidays, birthdays, and other special occasions.

5. In-Kind Donation Drive

While many supporters probably want to buy items during the holiday season, some may also want to declutter their homes heading into the new year or simply give back in a tangible way. Your nonprofit can cater to these individuals by hosting an in-kind donation drive.

As you plan your year-end in-kind donation drive, you have a few options. First, determine what kinds of goods to request from supporters, such as supplies for a program you plan to launch in the new year or items to give to community members in need during the holiday season (food, winter clothes, children’s gifts, etc.). Then, decide whether to collect these goods in person by designating drop-off locations around your area or host your fundraiser virtually by creating an online wishlist so supporters can ship items directly to you.

No matter your approach, make sure to establish clear guidelines about the types and conditions of in-kind donations your nonprofit can and can’t accept. For example, you might state that donated food can’t be opened or expired, or that you’ll only take new, unwrapped toys for your holiday gift drive. These rules reduce the risk of receiving unusable or hazardous items and can help you explain to supporters why you may not be able to accept some of their generous gifts.

For all of these year-end fundraisers, prompt, personalized donor appreciation is critical. By showing supporters that your nonprofit recognizes and values their individual contributions, you’ll be more likely to retain them into the new year and beyond. Happy fundraising!

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3 Ways to Demonstrate Your Organization’s Impact to Funders

What makes nonprofit marketing and outreach effective? Is it emotional appeals, demonstrations of your organization’s expertise, or personalized content that aligns with each donor’s interests?

The answer is all of the above, but one key element is missing: demonstrating impact. Funders, from individual donors to grantmakers to corporations, want to support nonprofit organizations they know are making a tangible difference. As such, your nonprofit needs to have strategies in place for proving and showing off your impact.

In this guide, we’ll explore three methods for connecting with your organization’s funders to demonstrate your nonprofit’s impact.

1. Create annual reports.

Annual reports are documents that compile a nonprofit organization’s activities, projects, and initiatives at the end of a year. These reports allow stakeholders, such as funders, to understand what your organization has accomplished throughout the year.

Essentially, annual reports are yearly opportunities to showcase your nonprofit’s impact. However, be aware that creating these documents can be a significant undertaking that requires having mature data collection practices, sophisticated graphic design skills, and an understanding of your audience’s interests, questions, and concerns.

To create your annual report, be sure to:

  • Keep track of program information. Accurate reporting requires accurate data. Ensure all of your programs have reliable data collection strategies in place, such as using case management software to document data points and monitor program outputs. Your annual report is an opportunity to share this data and point toward long-term outcomes. For example, an environmental organization might report a program output of removing 100 lbs. of garbage from local rivers and the outcome of creating healthy ecosystems by reducing heavy metals, like arsenic, and other pollutants.
  • Make data visualizations. Make your data accessible by including visualizations. Add graphics and infographics like pie charts, graphs, and comparison charts. Be sure to pair each data visual with an explanation interpreting the results. Additionally, consider adding the raw data to your annual report or making it available in a separate report for those curious.
  • Create multiple versions. Annual reports can be long, and many nonprofits create several versions of their annual report for different audiences. For example, a nonprofit might create full-scale physical copies to mail to major donors, an abridged online version to be used in marketing, and a detailed technical report available for those who need a greater breakdown, like grantmakers.

Additionally, consider creating impact reports. In contrast to annual reports, impact reports are for specific programs and are usually geared toward that program’s funders. For example, if your organization receives a grant for a program, many grantmakers will require an impact report detailing the program’s outcomes and how their funding was used.

Let’s break down the elements of these documents:

  • Executive summary
  • Organizational or program goals
  • Key activities
  • Outcomes
  • Testimonials or client stories
  • Challenges and opportunities
  • Finances

Ultimately, an impact report should explain what your nonprofit attempted to accomplish (program goals), what programs it launched or improved (key activities), and what the results of those programs were (outcomes). To provide evidence of the report results, nonprofits should also include examples and feedback from participants (testimonials). Nonprofits should also maintain transparency by reporting any issues that may have impacted results and how they overcame or plan to combat them in the future (challenges).

Additionally, in funder-centric reports, nonprofits should report how their funding was used (finances). Along with maintaining transparency and fulfilling grant requirements, providing reliable impact reports can help nonprofits secure support from that same funder again in the future.

2. Share impact stories.

Marketing statistics show that people remember stories 22 times more than facts alone. While facts and data are important, statistics alone may be hard to visualize, in contrast to stories that provide examples of what your work looks like in practice.

To demonstrate impact, pair your hard data with stories that showcase the difference your nonprofit makes in its beneficiaries’ lives. Create impact stories by:

  • Conducting interviews. Reach out to beneficiaries who are willing to share their stories. Record these interviews to get their exact words and ask permission to use their name, words, and photo in your marketing materials and impact reports. For some types of nonprofits, such as health-related organizations, your interviewees may wish to share their stories anonymously.
  • Considering your message. Before constructing your impact story, consider what message you want to get across to your audience. You might seek to build an emotional connection, present your cause as urgent, or frame your nonprofit’s services as transformative.
  • Writing the story. Use the interviews you compiled to construct an impact story. When it comes to quoting beneficiaries and describing specific details, be truthful. While you can expand on some parts of a story to create a better reading experience, the facts of the story should be accurate to reality.

Create several impact stories that focus on different beneficiaries, aspects of your nonprofit, and tones. Then, choose which stories match your target funders. For example, in an impact report, you would primarily want to showcase feedback that focuses on your nonprofit’s programs rather than stories about your organization as a whole.

3. Provide tours.

Some funders may appreciate the opportunity to physically see the impact your nonprofit is making with their own eyes. As such, consider offering groups of funders tours of your nonprofit’s facilities and program sites.

To host a successful tour, consider these strategies:

  • Offer virtual and in-person options. Some funders may have busy schedules and be unable to attend a tour. Make your tours flexible by arranging both virtual and in-person options based on the funders’ preferences.
  • Host a Q&A. Be ready to answer questions throughout your tour and consider dedicating time after the tour concludes specifically to answer questions.
  • Plan a post-tour lunch with your staff. After the tour concludes, host a lunch where members of your tour group mingle and talk directly with members of your nonprofit’s staff. Be sure to brief your staff on the tour guests ahead of time so they are prepared to discuss their work effectively with funders.

In some cases, specific funders may request private tours as part of their support. For example, a corporate sponsor might want to tour the venue for an event you’re hosting or a member of a foundation may tour program sites as part of the grant follow-up process.

Whether your nonprofit wants to increase donations from individuals, secure corporate support, or fulfill its grant obligations, demonstrating impact is essential. The first step to showcasing your impact is keeping careful records of what your programs are doing and analyzing that data to define long-term outcomes. Invest in the tools you need to track your data so you can successfully share your impact with funders.

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