Use this checklist once you are ready to create your event’s donation and payment sites. The timelines below are considered minimum deadlines. The earlier your club can plan an event, the more successful it will be. For more resources on Alumnae events, please utilize the Alumnae Club Guidelines within the Resource Library.
10 days before launch
3. Prep promotional materials for your website
This can include photos/videos and a some text to give details on your fundraiser. You can include the link to your donation campaign or add a donation site widget.
Sample text: Friends, we’re holding a week-long fundraiser [for cause/organization]! All donations are tax deductible and helps [support language]! Donate Now!
If you’re using Site Builder for your website, view instructions on how to add your fundraiser to your site. It will be saved as a draft until you decide to publish on your launch date.
3-6 days before launch
4. Notify potential ambassadors/supporters of your fundraiser
Consider emailing select individuals who can amplify your reach before your official launch date. Ask them to donate first, create a supporter page and help spread the word on the official launch. These are your first line of supporters, which can be your fundraising committee, officers, or others in the community who can really build momentum with your campaign.
Example email: Dear friend, [club name] is officially launching a weeklong fundraiser to support [cause/organization]. We need your help in spreading the word on [date of launch]! Please consider making a donation and/or creating a supporter page on our donation site [URL]. You can share the campaign with these hashtags: #[include your fun and unique hashtags]
2-4 days before launch
5. Create an email campaign and/or text message broadcast with your contact lists
When you use the Mobile Donation feature, donors can SMS text a keyword and receive the URL to your donation site. Doing this in advance is easy, and you can schedule it to go live after your fundraiser launch date! View detailed steps on using an email template or setting up a text message in memberplanet.
Example email: Hi! Please join [club name] in supporting our weeklong fundraiser to support [cause/organization]! https://[url]. You can also make a mobile donation by texting [DONATE/keyword] at [chapter’s custom text #] to receive the URL on your smartphone.
Example text: Hi! Please join [club name] in supporting our weeklong fundraiser to support [cause/organization]! https://[URL]
1-2 day(s) before launch
6. Plan your social media campaign
While this can be completed post-launch, it’s best to give this some thought beforehand to avoid errors and find/create pictures that look appealing. Canva is an app that lets you design image posts using free templates. Buffer is just one example of an app that can help you schedule posts in advance. Need some stock images? Unsplash and Pexels offer free downloads. Here are 3 sample posts for Facebook, Twitter, and Instagram.
Day of launch: We’ve just launched our week-long fundraiser [URL]! Your donation will help [cause/organization]. Stop by our chapter house all this week for bake sale goodies! #PiesForPBP #PBP #HappyPiDay
Mid campaign: Update: Our #PiesForPBP fundraiser has raised $[XXXX] so far! We are only [X]% away from our goal! Please share our campaign [url] and help provide sisters with financial and educational assistance.
Last day: We’re in the final 24 hours before our fundraiser ends! So far, we’ve raised $[XXXX]! Let’s keep on going! Please share one more time to support [cause/organization] #[hashtags]
8. Continue your promotion
Include links to your donation campaign in any online forms or emails (including a newsletter if you have one). It really just takes a sentence or two, but an image helps if you have room to include one.
Sample text: Support Pi Beta Phi's [event name]! Donate here [URL] to support [case for support]
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