how to timeline for annual fund

John Roland, @jaroland74 1

Timeline for an Organizational Annual Fund

Campaign

By John RolandFundraising Executive

[email protected] Twitter @jaroland74

mailto:[email protected]


Meet individually with department chairs/volunteer leaders to establish numerical fundraising goals and needs.

Have a department-wide meeting with each department separately.◦ Go over Campaign structure and timeline◦ Request Volunteer Names & ideas (IC5 campaign)◦ Decide their kickoff event◦ Discuss volunteers, sponsors & ideas for campaign

6 months before start of campaign


Meet with Advisory Committee/Board of Directors.◦ Explain campaign structure & timeline.◦ Request volunteer names & ideas (IC5

campaign)◦ Ask them to serve on the Steering Committee◦ Request their assistance in local businesses

participation◦ Ask them about Vendor Campaign



Ask volunteers outside of Advisory Committee to serve on Steering Committee.◦Key organizational volunteers/top

business leaders◦Committed to the mission of your

organization.◦Positive attitudes and widely respected



Write out list of names of potential volunteers collected so far.

Meet with the Steering Committee◦Select over all Campaign Chair◦Select Department (Team) Chairs◦Approve Kickoff Ideas◦Select Kickoff event chairs◦Establish Regular meeting times & dates



Meet with Marketing department◦Campaign theme is selected and

incorporated into campaign brochures, flyers, and recognition items.

◦Marketing orders brochures, flyers, campaign recognition items.



Follow up with Steering Committee◦Who has said yes/no to Team Chair

positions.◦Who has said no and ask if they would

serve in another capacity.



Find sponsors for Kickoff Party & Victory Party.

Reserve location for Kickoff Party

Set deadline for Team, Community, Student chairs to be selected.



Meet individually with overall Campaign Chair.◦Request they sponsor monthly report meetings.

◦Development campaign theme & focus.

◦Schedule, organize, and set dates for monthly report meetings.

◦Reserve location for Victory Party.



In a Staff meeting◦Present campaign theme, brochures,

flyers, recognition items, timeline, etc.◦Ask for their donations & pledges to lead

the way.◦Pass out campaign organizational chart

with the names of the committed volunteers.



Development press releases about the campaign.

Request as many opportunities as possible to tell the organizational story (Rotary, Kiwanis, Chambers, churches, radio interviews, etc)



Confirm sponsors, location, food, activities of Kickoff party

Meet with the Steering Committee◦ Report the status of Kickoff events, volunteers, &

structure in place.◦ Ask for their donations & pledges to the

campaign.

1 month before start of campaign


Ask staff to volunteer at Kickoff Party.

Hold conference call with all volunteer chairs

1 month before start of campaign


Meet with Campaign Chair to go over Kickoff Party details & finalize campaign timeline.

Start campaign weekly email report.

2 weeks before start of campaign


Kickoff Party◦Programs printed◦PowerPoint ready◦Name Tags created◦Directional signs located◦Extra Pledge Cards◦Pens, Calculators & other office supplies◦All prospects and volunteers called as a

reminder

2-4 days before start of campaign


Kickoff Party◦Final rehearsal◦Room set up◦Final run through for Audio/Visual

1 day before start of campaign


Kickoff Party◦Pledges collected◦Results announced◦Volunteers excited and armed with

names

The start of campaign


Monthly Report meeting held.

Leaders recognizedTeams encouragedChairs called weekly.

1 month into campaign




2 months into campaign


Location of Victory Party confirmed.

Staff recruited as volunteers.



Victory Party organized◦ Programs printed◦ PowerPoint ready◦ Names tags created◦ Directional signs located◦ Extra pens, pledge cards, calculators, & office

supplies.◦ Call all prospects and volunteers as a reminder.



Victory Party ◦Leaders Recognized◦Teams Encouraged◦Marketing sends out press releases◦Hand written thank you notes sent out to everyone involved.

End of campaign

how to timeline for annual fund

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