Nonprofit Board Builder LLC

FUNDRAISING TEAMS AND EXECUTION MATERIALS

Fundraising Team Structure Guide

This guide provides a comprehensive team structure for executing the fundraising strategies in your Resource Development Plan, ensuring every part of the process is covered for each strategy chosen. The strategies include online fundraising, individual donors, grants, corporate fundraising, major gifts, legacy funding, and events. Each strategy lists specific roles (e.g., email outreach, ads manager, content creator, direct caller, follow-up specialist, stewardship coordinator, prospect researcher, appointment setter, event coordinator, sales manager for earned income) to manage all moving parts. For startups or nonprofits with limited resources, volunteers or board members can fill these roles, with one person handling multiple tasks initially. As funds grow, you can hire part-time or full-time staff to professionalize and scale efforts. Adapt this structure based on your nonprofit’s size, budget, and prioritized strategies.

Important Note for Startups
Most nonprofits, especially startups, won’t execute all strategies simultaneously or have enough people to fill every role. You don’t need a separate person for each role. Volunteers or board members can combine multiple roles (e.g., one volunteer handling both prospect research and email outreach). As your nonprofit raises funds (e.g., $10,000-$20,000 from initial campaigns), hire part-time staff for specialized roles (e.g., grant writer at $25-$50/hour). With stable funding (e.g., $100,000+ annually), transition to full-time staff like a fundraising director. The goal is to ensure every part of the chosen strategy is covered, even if one person juggles multiple tasks.

1. Online Fundraising
Goal: Raise funds through digital channels (e.g., crowdfunding, social media, email campaigns).

Fundraising Lead (Founder/Staff/Volunteer): Oversees the online fundraising strategy, sets goals (e.g., raise $5,000 via crowdfunding), and coordinates team efforts.
Prospect Researcher (Volunteer/Board Member): Identifies online audiences (e.g., social media followers, email subscribers) using analytics tools (e.g., Google Analytics, Mailchimp reports).
Content Creator (Volunteer/Board Member): Develops compelling content (e.g., crowdfunding videos, social media posts, blog articles) to engage donors. Example: Creates a 1-minute video for a GoFundMe campaign.
Ads Manager/Marketer (Volunteer/Board Member): Manages paid ads (e.g., Facebook Ads, Google Ads) to boost campaign visibility. Sets a budget (e.g., $100/month) and tracks performance.
Email Outreach Specialist (Volunteer/Board Member): Sends targeted email campaigns using templates to drive donations.
Follow-Up Specialist (Volunteer/Board Member): Sends follow-up emails or messages to non-responsive prospects using follow-up scripts.
Stewardship Coordinator (Volunteer/Board Member): Sends thank-you emails or posts to donors within 48 hours, maintaining relationships via CRM updates.
Web Developer (Volunteer/Contractor): Optimizes the donation page (e.g., on Donorbox) for user-friendliness and mobile compatibility.

Example: A volunteer content creator produces 10 Instagram posts, the ads manager runs a $50 Facebook Ad, and the stewardship coordinator thanks 50 donors, with one volunteer handling both content and follow-up roles.

2. Individual Donors
Goal: Secure gifts from small, recurring, and mid-level donors ($25-$1,000).

Fundraising Lead (Founder/Staff/Volunteer): Develops the individual donor strategy, sets goals (e.g., acquire 100 donors), and tracks progress in the CRM.
Prospect Researcher (Volunteer/Board Member): Identifies potential donors using the Step 2 Relationship Mapping Matrix or tools like iWave for mid-level prospects.
Content Creator (Volunteer/Board Member): Writes appeal letters, emails, or social media posts to inspire giving, tailored to donor interests.
Email Outreach Specialist (Volunteer/Board Member): Sends personalized appeal emails to prospects using templates.
Direct Caller (Volunteer/Board Member): Makes phone calls to warm prospects (e.g., past donors) to request gifts, using fundraising scripts.
Follow-Up Specialist (Volunteer/Board Member): Contacts non-responsive prospects via email or phone, using follow-up scripts.
Stewardship Coordinator (Volunteer/Board Member): Sends thank-you letters/emails and maintains ongoing donor relationships via CRM updates.
Appointment Setter (Volunteer/Board Member): Schedules meetings with mid-level donors for personalized asks or cultivation events.

Example: One volunteer researches 20 prospects and sends appeal emails, while a board member makes direct calls and sets appointments, combining roles to cover the process.

3. Grants
Goal: Secure funding from foundations and government grants.

Fundraising Lead (Founder/Staff/Volunteer): Oversees grant strategy, sets goals (e.g., submit 5 applications for $50,000), and ensures alignment with funder priorities.
Prospect Researcher (Volunteer/Board Member): Uses platforms like Instrumentl or Foundation Directory Online to identify grant opportunities matching your mission.
Content Creator (Volunteer/Board Member): Drafts grant proposals, including cover letters, narratives, and budgets, using templates.
Follow-Up Specialist (Volunteer/Board Member): Contacts foundations for status updates or submits additional materials, maintaining a submission calendar.
Stewardship Coordinator (Volunteer/Board Member): Sends thank-you letters and impact reports to funders after grants are awarded, tracked via CRM.

Example: A volunteer researcher identifies 3 education grants, a content creator drafts proposals, and one person handles both follow-up and stewardship to secure a $25,000 grant.

4. Corporate Fundraising
Goal: Secure sponsorships, in-kind donations, or CSR partnerships from businesses.

Fundraising Lead (Founder/Staff/Volunteer): Develops corporate strategy, sets goals (e.g., secure 2 sponsorships worth $5,000), and approves proposals.
Prospect Researcher (Volunteer/Board Member): Identifies local businesses aligned with your mission using the Step 2 Matrix or LinkedIn searches.
Content Creator (Volunteer/Board Member): Crafts sponsorship proposals and pitch decks, outlining benefits like branding or event recognition.
Direct Caller (Volunteer/Board Member): Makes initial calls to introduce your nonprofit and request meetings, using fundraising scripts.
Appointment Setter (Volunteer/Board Member): Schedules pitch meetings with business leaders or CSR managers.
Follow-Up Specialist (Volunteer/Board Member): Sends follow-up emails or calls to secure commitments, using follow-up scripts.
Stewardship Coordinator (Volunteer/Board Member): Sends thank-you letters and provides sponsor recognition (e.g., logo on website, event shout-outs).

Example: A board member researches and calls 5 businesses, a volunteer creates a sponsorship proposal, and one person handles both appointment setting and follow-up to secure a $2,000 sponsorship.

5. Major Gifts
Goal: Secure large donations ($1,000+) from high-net-worth individuals.

Fundraising Lead (Founder/Staff/Volunteer): Develops major gift strategy, sets goals (e.g., secure 3 gifts of $10,000), and coordinates donor cultivation.
Prospect Researcher (Volunteer/Board Member): Uses wealth screening tools (e.g., iWave) or board networks to identify high-net-worth prospects.
Content Creator (Volunteer/Board Member): Writes personalized appeal letters or case statements for major donors, tailored to their interests.
Direct Caller (Volunteer/Board Member): Makes phone calls to warm prospects to request meetings or discuss giving opportunities.
Appointment Setter (Volunteer/Board Member): Schedules one-on-one meetings or site visits with major donors.
Follow-Up Specialist (Volunteer/Board Member): Sends follow-up emails or calls to secure pledges, using follow-up scripts.
Stewardship Coordinator (Volunteer/Board Member): Sends premium thank-you packages (e.g., handwritten notes, impact videos) and maintains long-term relationships.

Example: A board member researches and sets appointments with 3 prospects, a volunteer writes appeal letters, and one person handles both direct calls and follow-up to secure a $10,000 gift.

6. Legacy Funding
Goal: Encourage planned giving (e.g., bequests, trusts) for long-term sustainability.

Fundraising Lead (Founder/Staff/Volunteer): Oversees legacy giving strategy, sets goals (e.g., secure 2 bequest commitments), and integrates with donor outreach.
Prospect Researcher (Volunteer/Board Member): Identifies loyal, long-term donors likely to consider legacy gifts, using CRM data or board input.
Content Creator (Volunteer/Board Member): Develops legacy giving brochures and appeal letters explaining planned giving options.
Direct Caller (Volunteer/Board Member): Calls long-term supporters to discuss legacy giving and invite them to informational sessions.
Appointment Setter (Volunteer/Board Member): Schedules meetings or estate planning workshops for interested donors.
Follow-Up Specialist (Volunteer/Board Member): Sends follow-up materials or calls to confirm legacy gift intentions.
Stewardship Coordinator (Volunteer/Board Member): Sends thank-you letters and recognizes legacy donors (e.g., in a legacy society newsletter).

Example: One volunteer researches 10 loyal donors and creates a brochure, while a board member handles calls and follow-ups to secure a bequest commitment.

7. Events
Goal: Raise funds through galas, community fairs, or other events.

Fundraising Lead (Founder/Staff/Volunteer): Oversees event strategy, sets goals (e.g., raise $10,000 via gala), and approves budgets.
Prospect Researcher (Volunteer/Board Member): Identifies potential attendees or sponsors using the Step 2 Matrix or community networks.
Content Creator (Volunteer/Board Member): Designs event invitations, programs, and promotional materials (e.g., social media posts, flyers).
Event Coordinator (Volunteer/Board Member): Manages logistics (e.g., venue, catering, speakers) and executes the event plan.
Ads Manager/Marketer (Volunteer/Board Member): Promotes the event via social media ads or local media (e.g., community radio, flyers).
Direct Caller (Volunteer/Board Member): Calls prospects to invite them to the event or secure sponsorships.
Appointment Setter (Volunteer/Board Member): Schedules meetings with potential sponsors or VIP attendees.
Follow-Up Specialist (Volunteer/Board Member): Sends post-event thank-you emails and follows up with attendees for additional donations.
Stewardship Coordinator (Volunteer/Board Member): Recognizes attendees and sponsors via thank-you letters and event acknowledgments.

Example: A volunteer event coordinator plans a gala, a content creator designs invitations, and one person handles both ads and follow-ups to raise $10,000.

8. Earned Income
Goal: Generate revenue through products, services, or programs (e.g., workshops, merchandise sales).

Fundraising Lead (Founder/Staff/Volunteer): Develops earned income strategy, sets goals (e.g., sell $5,000 in workshop tickets), and oversees operations.
Prospect Researcher (Volunteer/Board Member): Identifies target customers (e.g., community members, businesses) for products or services.
Content Creator (Volunteer/Board Member): Creates marketing materials (e.g., workshop flyers, product descriptions) to promote offerings.
Ads Manager/Marketer (Volunteer/Board Member): Runs campaigns (e.g., social media ads, email blasts) to drive sales.
Sales Manager (Volunteer/Board Member): Manages sales processes, including customer inquiries, transactions, and fulfillment.
Direct Caller (Volunteer/Board Member): Contacts businesses or individuals to promote services (e.g., corporate training workshops).
Follow-Up Specialist (Volunteer/Board Member): Follows up with customers to ensure satisfaction and encourage repeat purchases.
Stewardship Coordinator (Volunteer/Board Member): Sends thank-you emails to customers and offers loyalty incentives (e.g., discounts).

Example: A volunteer sales manager sells $2,000 in workshop tickets, a content creator designs flyers, and one person handles both ads and follow-ups.

Combining Roles for Startups:

Volunteer-Driven: For startups, one person can handle multiple roles. Example: A single volunteer can serve as the prospect researcher, email outreach specialist, and follow-up specialist for individual donors, spending 5-10 hours/week.
Board Involvement: Assign board members to lead or support roles (e.g., a board member as direct caller and appointment setter for corporate fundraising).
Scaling Up: As funds grow, hire part-time staff for specialized roles (e.g., ads manager at $30/hour for 10 hours/week). With stable funding, transition to full-time staff like a fundraising director to oversee all strategies.

Example: A startup nonprofit prioritizes individual donors and events. One volunteer handles prospect research, email outreach, and follow-ups for donors, while another manages event coordination and content creation, combining roles to cover all tasks.

Action Step:

Select 1-2 strategies from your Resource Development Plan (e.g., individual donors, events) and assign roles to volunteers or board members within 1 week.
If roles cannot be filled, combine tasks (e.g., one volunteer handles research and outreach) and recruit additional volunteers within 30 days via platforms like VolunteerMatch.
Plan to hire part-time staff (e.g., grant writer) within 6 months of raising $10,000-$20,000, aiming for full-time staff within 12-18 months.

Comprehensive Fundraising Toolkit Inventory

This inventory outlines the essential materials needed to execute the fundraising strategies in your Resource Development Plan. Each strategy (online fundraising, individual donors, grants, corporate fundraising, major gifts, legacy funding, and events) requires specific tools to engage funders effectively. Customize these materials to reflect your nonprofit’s mission and branding. Use volunteers or in-kind donations to create materials if budget is limited.

1. Online Fundraising

Crowdfunding Campaign Page: A compelling page on platforms like GoFundMe or Kickstarter, including a mission statement, impact story, and donation tiers.
Social Media Posts: Pre-written posts (10-15 per campaign) for platforms like Facebook, Instagram, and LinkedIn, with visuals and donation links.
Email Appeal Templates: 3-5 email templates for campaign launches, updates, and final pushes, with clear calls-to-action.
Website Donation Form: A user-friendly, mobile-optimized donation page integrated with a payment processor (e.g., PayPal, Stripe).
Analytics Dashboard: Access to platform analytics (e.g., Google Analytics, crowdfunding reports) to track campaign performance.

Example: A $5,000 crowdfunding campaign page with a video, 10 Instagram posts, and 3 email blasts.

2. Individual Donors

Case Statement: A 1-2 page document outlining your mission, impact, and funding needs (e.g., “$10,000 to serve 100 more kids”).
Donor Appeal Letters/Emails: 3-5 customizable templates for small, recurring, and mid-level donors, including follow-up scripts.
Thank-You Letters: 2-3 templates for personalized donor acknowledgments, sent within 48 hours of a gift.
Donor Database (CRM): Software like Bloomerang or Salesforce Nonprofit Cloud to track donor interactions and giving history.
Donor Cultivation Event Invitations: Digital or print invitations for donor appreciation or informational events.
Example: A case statement and appeal letter mailed to 50 prospects, followed by thank-you emails and CRM updates.

3. Grants

Grant Proposal Template: A customizable template with sections for cover letter, executive summary, budget, and impact metrics.
Funder Research Tools: Access to platforms like Instrumentl or Foundation Directory Online for grant prospecting.
Program Budget Template: A spreadsheet detailing program costs to include in grant applications.
Impact Report: A 1-2 page document showcasing past successes and metrics to strengthen proposals.
Thank-You Letter: A template for acknowledging grant awards and outlining next steps.

Example: A grant proposal template tailored for a $25,000 education grant, supported by an impact report and budget.

4. Corporate Fundraising

Sponsorship Proposal: A 3-5 page document outlining sponsorship tiers, benefits (e.g., logo placement, event recognition), and alignment with business goals.
Pitch Deck: A 10-15 slide presentation for in-person or virtual meetings with businesses.
Partnership Agreement Template: A document outlining terms of corporate partnerships (e.g., in-kind donations, employee volunteering).
Thank-You Letter: A template for acknowledging corporate gifts or sponsorships.
CRM System: To track corporate contacts and interactions.

Example: A $2,000 sponsorship proposal for a local bookstore, including a pitch deck and thank-you letter.

5. Major Gifts

Major Donor Case Statement: A tailored version of the case statement, emphasizing high-impact opportunities for large gifts ($1,000+).
Donor Profile Template: A spreadsheet or CRM module to track major donor interests, giving capacity, and interactions.
Personalized Appeal Letter/Email: Templates for one-on-one donor outreach, including follow-up scripts.
Cultivation Event Plan: A guide for hosting small, high-touch events (e.g., site visits, dinners) for major donors.
Thank-You Package: A premium acknowledgment (e.g., handwritten note, impact video) for major gifts.

Example: A personalized appeal letter and cultivation event plan for a $10,000 donor prospect.

6. Legacy Funding

Legacy Giving Brochure: A 1-2 page document explaining planned giving options (e.g., bequests, trusts) and their impact.
Legacy Giving Appeal Letter/Email: A template targeting long-term supporters to consider legacy gifts.
Presentation Slides: A 5-10 slide deck for educating donors about planned giving during meetings or events.
Thank-You Letter: A template for acknowledging legacy gift commitments.
CRM Tracking: A system to track legacy donor conversations and pledges.

Example: A legacy giving brochure mailed to 20 loyal donors, with a follow-up email and CRM tracking.

7. Events

Event Invitation: Digital or print invitations for galas, community fairs, or fundraisers.
Event Program: A printed or digital program outlining the event schedule, speakers, and sponsors.
Event Script: Talking points for emcees or board members to deliver during the event.
Sponsorship Packet: Materials to attract event sponsors (similar to corporate fundraising).
Post-Event Thank-You Letter: A template to thank attendees, donors, and sponsors.

Example: Invitations and a program for a $10,000 gala, with a sponsorship packet securing $2,000 in business support.

Development Tips:

Budget-Friendly: Use free tools like Canva for design or seek in-kind donations from graphic designers.
Customization: Tailor materials to your nonprofit’s branding and mission.
Testing: Pilot materials with board members or a small donor group to ensure clarity and impact.
Storage: Store materials in a shared drive (e.g., Google Drive) for easy team access.

Action Step:

Prioritize 2-3 materials for your top strategies (e.g., case statement, appeal letter) and assign team members to develop them within 30 days.
Secure a CRM system (e.g., Bloomerang’s free plan) to manage donor and material tracking within 60 days.