How to Create a Fundraising Calendar (Steal This Template!)

“If you fail to plan, you plan to fail.”

When it comes to fundraising, one of the biggest mistakes nonprofits make is only fundraising when they need money. No plan, no schedule — just last-minute, urgent appeals.

But there’s a better way. A fundraising calendar keeps cash flowing all year long. Instead of chasing donors during “crunch time,” you’ll have a steady stream of revenue every month.

With a calendar in place, you’ll:

1. Never miss key fundraising dates (like GivingTuesday or end-of-year appeals)
2. Spread out revenue so you aren’t stuck in “feast or famine” cycles
3. Run smoother campaigns with plenty of prep time

This guide will show you how to create a rock-solid fundraising calendar for the year. By the end, you’ll have a month-by-month plan to hit your fundraising goals.

Why You Need a Fundraising Calendar (And Why It Works)

Think about it like this: Would a restaurant plan their entire year on a whim? No. They plan for holidays, promotions, and peak seasons.

Your nonprofit needs to do the same. Here’s why:

• Avoid Last-Minute Panic — When campaigns are planned in advance, you’re not scrambling for emails, graphics, or messaging.
• Increase Donations — Timely, well-prepared campaigns convert better. (Hello, GivingTuesday.)
• Reduce Burnout — Staff and volunteers aren’t working overtime to launch “emergency campaigns.”
• Maintain Consistent Cash Flow — Spacing out campaigns avoids long stretches with zero revenue.

Example: Instead of launching a “back-to-school campaign” at the last second, you’ll have emails, social posts, and graphics ready 30-60 days in advance.

The 6-Step Blueprint to Build Your Fundraising Calendar

Here’s the exact process to create a 12-month fundraising calendar that keeps revenue flowing all year.

1. Start With Your Revenue Goals (How Much Do You Need?)

Before you plan anything, you need to know this:

How much money do you need to raise this year?

Break your annual goal into smaller, more manageable targets. For example:

• Annual Goal: $500,000
• Quarterly Goal: $125,000
• Monthly Goal: $41,666

This gives you clarity on how much each campaign needs to bring in. If your year-end appeal needs to generate $100K, you’ll know how many donors, gifts, and appeals you need.

Action Step: Write down your annual revenue goal and divide it by 12. This becomes your monthly target.

2. Map Out Major Campaigns, Events, and Key Dates

Not all fundraising campaigns are equal. Some are big revenue drivers (like GivingTuesday or year-end appeals), while others are smaller, community-based campaigns.

Start by mapping out the biggest fundraising moments for the year, like:

• Year-End Appeal (November-December)
• GivingTuesday (November)
• Spring Appeal (March-April)
• Back-to-School Campaign (August-September)

Pro Tip: If you run an annual gala or big community event, lock in the date 6-12 months in advance. The earlier you plan, the more sponsorships you’ll secure.

3. Plan Monthly Giving Pushes (Every Month Counts!)

Monthly giving isn’t a one-time campaign — it’s an all-year strategy. Every month is an opportunity to grow your recurring revenue.

Here’s how to do it:

• Feature your monthly giving program in every newsletter, thank-you email, and donation page.
• Run a quarterly “Join the Club” campaign to add new monthly givers.
• Offer “small wins” every month to showcase how recurring gifts are making an impact.

Example:

In March, you could run a “March Monthly Challenge” where you ask 50 people to join your monthly giving program. Each new member gets a shoutout on your social media.

Action Step: Pick 3 months this year to run a “Monthly Giving Challenge” campaign. Add them to your calendar.

4. Lock In Key Dates, Holidays, and Awareness Days

Donors are more likely to give when campaigns are timely and relevant. Holidays, giving days, and awareness days are golden opportunities to engage supporters.

Here are key dates to mark on your calendar:

• January: New Year’s Resolutions (“Start the year with impact”)
• March: Women’s History Month
• April: Earth Day (great for environmental causes)
• September: Back-to-School Campaigns (for youth and education nonprofits)
• November: GivingTuesday (always a major revenue driver)
• December: Year-End Giving (this is where 30% of all donations happen)

Pro Tip: Don’t just “acknowledge” these dates. Run a mini-campaign around them. For Earth Day, share stories, send an email appeal, and post on social.

Action Step: Add 3-5 key dates to your calendar that align with your mission.

5. Break Each Campaign Into Action Steps (Work Backwards From Launch Day)

If your campaign launches in May, don’t start planning in May. Start 60-90 days ahead.

Here’s how to do it:

• 90 Days Out: Finalize campaign theme & goal (e.g., “Feed 500 Families This Summer”).
• 60 Days Out: Draft appeal copy, emails, and social content – Kweet could help.
• 30 Days Out: Build donation pages, email sequences, and social ads.
• 7 Days Out: Launch teaser emails and countdowns.

Pro Tip: Use tools like Google Sheets, Trello, or Asana to keep track of action items for each campaign.

Action Step: For your next campaign, create a 90-day countdown plan with weekly action items.

6. Create a 12-Month Fundraising Calendar (Here’s a Template to Steal!)

You’re ready to create your official fundraising calendar. Here’s a simple template:

Action Step: Fill out a 12-month calendar for the year. Start with your biggest campaigns (like year-end giving), then add smaller mini-campaigns.

Final Thoughts: Plan Now, Succeed Later

If you want consistent revenue, you need a plan. A fundraising calendar isn’t just a document — it’s a money-making machine.

Start with this 3-step action plan:

1. Set your annual fundraising goal and break it down into monthly targets.
2. Map out your 12-month calendar with key dates, campaigns, and holidays.
3. Break down every campaign into a 90-day action plan.

With this guide, you won’t just “hope” donors show up — you’ll have a plan to bring them in, month after month.

Action Step: This week, create a simple 12-month fundraising calendar. List your big campaigns, key dates, and action steps.