Volunteers are the heartbeat of your nonprofit’s occasions. They verify folks in with a welcoming smile, rally donors to present generously, and are absolutely purchased into your mission. However right here’s the problem: many well-meaning volunteers present up for occasions like charity golf tournaments or galas with nothing however enthusiasm and perhaps branded t-shirts.
Merely put, they want greater than that. That’s the place your fundraising toolkit is available in.
A sturdy volunteer toolkit ought to embrace all the things your volunteers have to signify your group like execs. It ought to set expectations, remove confusion, and assist everybody keep on-message and on-mission, all whereas making fundraising really feel approachable.
This information will stroll you thru constructing an A-to-Z volunteer fundraising toolkit from scratch, together with what to incorporate, the right way to share it along with your crew of helpers, and the right way to make it even higher over time. Better of all? It’s simpler (and extra enjoyable) than you may assume. Let’s dive in!
Why Making a Fundraising Toolkit Issues
Your volunteers need to assist. However with out steerage, even essentially the most enthusiastic of helpers can really feel misplaced, overwhelmed, and not sure. A fundraising toolkit, outlined on this information, offers them the instruments they should step into their function with confidence and readability—and to lift more cash and consciousness on your nonprofit within the course of.
Bear in mind, although, it’s not simply in regards to the checklists and templates. It’s about constructing actual belief, saving time, and creating constant messaging throughout the board.
And when the mud settles and the occasion is over, it is advisable say thanks. A small present, a token of appreciation, or perhaps a handwritten thank-you word goes a great distance in exhibiting volunteers that they’re valued. When subsequent 12 months rolls round, they’ll be extra prone to settle for your invitation to volunteer once more!
Easy methods to Create a Fundraising Toolkit: Greatest Observe
Step 1: Outline the Objective & Know Your Individuals
Earlier than you crack open your laptop and dive in, take a pause to ask your self: What’s the aim of this toolkit, and who precisely is it for? The clearer you could be about volunteers’ roles, the higher you may equip them to succeed.
Assume by way of these inquiries to outline what volunteers will primarily assist accomplish:
- Are your volunteers immediately fundraising on your nonprofit by amassing donations?
- Are they inviting of us from their circles to your occasion?
- Are they representing your nonprofit in the neighborhood?
You must also think about volunteers’ expertise ranges and luxury zones. Are they seasoned fundraisers, first-timers who’re not sure the place to begin, or someplace in between?
In your toolkit, play to your crew’s strengths and desires. For instance, let’s say the volunteer crew on your charity golf occasion is charged with serving to drive attendance and is made up of social media-savvy Gen Zers. In that case, your toolkit and volunteer coaching might deal with visuals and templates to share on their private social channels as a substitute of printable assets.
Bear in mind to outline “success” so your volunteers have a objective to work in the direction of, such because the variety of golfers registered, donations made, or social media shares.
Step 2: Embody Important Fundraising Subjects, However Preserve It Gentle
Now it’s time to fill your toolkit. It ought to be filled with useful instruments, however not so overwhelming that they don’t know the place to begin or can’t discover what they want.
Listed here are some must-haves on your toolkit:
- Occasion Overview: Embody the date, location, objectives, pertinent contact data, and the “why” behind the occasion. Preserve it snappy however informative.
- Fundraising How-Tos. Present directions for managing the occasion web site, sharing donation hyperlinks, working the occasion’s raffle, and thanking donors. Screenshots and pattern language are your mates right here!
- Messaging Templates. Embody easy-to-copy e mail, textual content, and social media templates that volunteers can customise and ship. They need to sound pleasant, not formal.
- Branding Supplies. Present occasion and nonprofit logos, photographs, hashtags, model colours, and tone-of-voice suggestions so your model appears to be like and sounds constant.
- FAQ Sheet. Attempt to anticipate frequent normal questions, like the right way to deal with donation receipts, what to say when somebody asks about your mission, and who to contact for those who want tech troubleshooting. You must also embrace data in regards to the particular occasion they’re serving to with—for instance, the right way to clarify a mulligan or how ties shall be damaged at a charity golf match.
Remember the fact that extra isn’t all the time higher. To forestall burnout and resolution fatigue, preserve the toolkit targeted, direct, and simple to digest.
Step 3: Make It Interactive
Let’s be actual: nobody is thrilled to learn a 10-page PDF crammed with partitions of textual content to prepare on your upcoming occasion. If you need your toolkit to really be used, it must be interactive and inventive.
Listed here are some straightforward methods to enliven your toolkit:
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- Embedded Movies or Tutorials. A fast two-minute video exhibiting the right way to arrange a fundraising web page or create a social media put up is far more useful than a block of textual content. Characteristic a charismatic employees member or volunteer to present a fast elevator pitch about your mission.
- Mini Quizzes or Information Checks. Attempt a fast “Three Issues Each Donor Needs to Hear” guidelines or “Golf 101” quiz in your package. It’s a enjoyable approach to reinforce key data!
- Progress Trackers. A easy spreadsheet or on-line dashboard makes it enjoyable and simple for volunteers to trace outreach efforts or {dollars} raised.
- Interactive PDFs. PDFs aren’t all unhealthy—so long as they’re interactive! Make any PDFs straightforward for volunteers to discover, click on, and replica with bounce hyperlinks.
- Microsites. A microsite devoted to volunteer data is tremendous shareable and lets them work by way of all they should know at their very own tempo.
In case your occasion has a theme (and who doesn’t love an excellent theme), fold that into the toolkit to make it match. A golf fundraiser? GolfStatus suggests including golf lingo and visuals. A high-end gala? Assume glitzy fonts and stylish design.
Step 4: Get It In Your Volunteers’ Arms & Make It Even Higher
You’ve put the ending touches in your toolkit—it’s good, appears to be like nice, and is filled with fundraising goodness. Now it’s time to get it out the door and into the arms of your volunteers.
Use these tricks to preserve it working onerous for you from the occasion’s begin to its end:
- Make It Simple to Discover and Navigate. Your volunteers want to have the ability to get to your fabulous toolkit and discover the data they want shortly and simply. With that in thoughts, think about:
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- Together with a linkable desk of contents for fast jumps in digital paperwork like PDFs or Google Docs
- Internet hosting the package in a shareable Google Drive folder or different doc sharing platform (OneDrive, Dropbox, and so forth.) or on a devoted web site touchdown web page with downloadables
- Providing mobile-optimized PDFs or different codecs for simple entry on the go (or on the occasion)
- Printing a shorter “cheat sheet” of important data to be used at in-person occasions
- Guarantee It’s Accessible to Everybody. All of your volunteers ought to be capable of entry and use the package, no matter capability. Use ADA-compliant formatting in your package, particularly if it’s hosted on a microsite. Assume massive fonts, clear formatting, and alt textual content for pictures. You probably have multilingual volunteers, ensure it’s translatable. You’ll additionally wish to check the package out on telephones and tablets to ensure it’s mobile-responsive.
- Embed It in Onboarding and Communication. Hyperlink to the toolkit in welcome emails, invites to coaching periods, volunteer dashboards, and another volunteer communications, so it’s straightforward to seek out each time volunteers want it. Consult with it throughout webinars or in-person trainings, and encourage crew leaders to remind volunteers in regards to the package. In brief, advertise to volunteers each time attainable!
- Supply Optionally available Dwell Coaching. Host brief, partaking walkthroughs of the toolkit. In-person periods are nice for connecting with volunteers, however webinars or on-demand recordings additionally work properly. Simply ensure there’s an opportunity to ask questions! You may additionally supply “workplace hours” main as much as the occasion or marketing campaign.
- Collect Suggestions to Make It Even Higher. Your volunteers will really feel valued once you ask them what they thought in regards to the occasion and your toolkit. Ask what they beloved and what fell flat, how straightforward it was to get to and use the toolkit, and if the content material was comprehensible and helpful. Use this suggestions to make updates and fill in any gaps for the following occasion.
Last Ideas
A volunteer fundraising toolkit may really feel like another factor in your to-do checklist, however actually, it’s a game-changer. With a little bit upfront effort and time, you may empower your volunteers, streamline your planning, and even enhance your fundraising within the course of.
So, as you bounce into planning your nonprofit’s subsequent occasion, don’t skip this essential step. Your volunteers—and your mission—deserve it.
