How to Organize a Successful Calendar Fundraiser | Free Template, Tips, and Strategies

Did you know that calendar fundraisers have been around since the late 1800s? That's over a century of successful fundraising (and undoubtedly some questionable fashion choices captured on those early calendars...) However, the longevity of this method speaks to its effectiveness.

Long before we could donate online in our pajamas, communities turned to calendars as a practical way to support local causes. These calendars often promoted local businesses, celebrated regional landscapes, or even showcased prominent town members. They were tools for spreading awareness, fostering a sense of belonging, and raising much-needed funds for schools, churches, and civic projects.

While our fundraising tools may have evolved, the core principles behind calendar fundraisers remain the same: they're accessible, engaging, and offer a way for people to feel directly connected to the positive impact they're making.

If you're looking for a fundraising method that's both effective and enjoyable, calendar fundraisers could be the perfect solution. But how do you choose the right type for your organization and maximize your results? Let's break it down.

Why Calendar Fundraisers Work

Calendar fundraisers have endured for a reason. They offer a distinct set of benefits that make them a smart choice for schools, nonprofits, and community groups.

Here are the key factors behind their success:

Simplicity

One of the biggest advantages of calendar fundraisers is their straightforward nature. The concept is easy for both organizers and supporters to understand. This means less time spent on complicated logistics and more time focused on raising funds.

Community Engagement

Calendars are a part of our daily routines. A well-created calendar fundraiser integrates your cause into your supporters' lives. Whether in their homes or workplaces, your calendar serves as a regular reminder of their commitment to your mission.

Tangible Results

Calendar fundraisers provide clear, measurable outcomes. Whether through physical sales or a donation model, supporters see a direct link between their contribution and the results it generates. This tangible connection can be highly motivating!

Two Main Types of Calendar Fundraisers: Finding Your Fundraising Fit

You know calendar fundraisers work, but now it's time for the fun part: picking the perfect approach for your school or nonprofit. Let's break down the two most popular formats, starting with a classic approach that gives you full creative control.

Type 1: Selling Customized Calendars

Think of this as your organization's special yearbook – except it raises money! Here's the basic flow:

Get Creative With Themes

Choosing the right theme is crucial for your calendar's success! Tap into what resonates with your audience and aligns with your organization's mission.

Here are some directions you can explore:

• Schools: Student artwork is a fantastic way to foster school spirit and showcase young talent. Consider different themes per grade or an overarching "spirit of our school" concept.
• Animal shelters: Adorable pet photos are surefire winners, and you can add an extra heartwarming touch by featuring adoption success stories alongside specific months.
• Local Interest: Celebrate your community! Options include showcasing your town's history with vintage photos, highlighting stunning landscapes, or even featuring local businesses for sponsorship opportunities.

Here are a few more tips to spark your creativity:

• Tie into the seasons: A nature calendar showcasing each month's beauty can be timeless.
• Contests: Hold a photo contest within your community for a fun way to source images and generate excitement.

Design Time

Your calendar's design is where your theme truly comes to life! Whether you go the DIY route or collaborate with a professional, the goal is a visually appealing and functional final product. If you're budget-conscious or enjoy creative projects, user-friendly platforms like Canva offer intuitive design interfaces and a wide range of calendar templates. Or, check our our free calendar fundraiser template available at the end of this post!

If you need a truly custom look or lack in-house design skills, consider partnering with a local graphic designer. Seek out designers experienced with calendar layouts to ensure your project runs smoothly.

Pricing Power

Pricing your calendar strategically is essential for maximizing your fundraising efforts. You want to strike a balance between generating a healthy profit and ensuring your calendar remains accessible to your supporters.

Start by carefully calculating all your costs, including design, printing, and any shipping expenses. Additionally, research similar calendars in your area to get a sense of market price points. Offering tiered options, such as a basic version and a "deluxe" version with added perks, can cater to different budgets.

Remember the power of pre-orders! Early-bird discounts can incentivize sales while also helping you estimate print quantities accurately.

Printing Considerations

Your printing choices significantly impact how your calendar looks, feels, and, of course, your costs. Here's a quick overview of what to think about:

• Paper Matters: From standard paper stock to thicker, glossy options, the paper type sets the tone. A heavier weight feels more luxurious but increases costs.
• Print Quality: Look for printers who offer crisp, vibrant colors to make your images truly pop. This is especially crucial for photo-heavy themes.
• Local vs. Online: Partnering with a local print shop allows for direct quality control and supports your community. Online printing giants often offer bulk discounts but may sacrifice personalized service.
• Balancing Act: It's all about finding the sweet spot between the premium look you want and a printing budget that makes sense for your fundraising goals.

Tip: Don't be afraid to request print samples! Seeing and feeling the paper stock and print quality in person helps you make informed decisions.

Type 2: The "Pick-a-Day" Donation Calendar

Sometimes, the beauty of a fundraising idea lies in its simplicity. The "pick-a-day" donation calendar is a shining example. Forget elaborate printing or design—this approach focuses on making giving accessible and engaging for everyone in your community.

How it Works

A pick-a-day-to-donate calendar fundraiser is a simple yet effective concept. The fundraiser revolves around a calendar grid designed for a specific month, either in digital or print format. Each date on the grid corresponds to a suggested donation amount, with the amounts typically starting smaller at the beginning of the month and gradually increasing as the days progress.

For instance, the 1st might be associated with a $1 donation, the 10th with $10, and the 20th with $20. The key to this fundraiser's success lies in its flexibility, as it offers a range of donation options to ensure everyone feels empowered to participate at a level that's comfortable for them.

Once the calendar is ready, it's shared with supporters through various channels, such as email, social media, and the organization's website. Supporters are encouraged to select a day that holds special meaning to them, like a birthday, anniversary, or any other significant date, and make their donation accordingly.

Clear instructions are provided on how to contribute, whether it's through a secure online platform, mailed check, or in-person drop-off, making the process simple. This engaging approach encourages financial contributions and fosters a shared purpose among participants.

Tip: To incentivize participation in the fundraiser, assign prizes to a handful of dates at random. When donors give and pick one of the dates you’ve selected, they have the chance to win something special, like a gift card, gift basket, or other special prize! Not sure where to source these items? Look no further than our free online directory of over 1,500 companies that donate to nonprofits and schools.

Tips for Making Your Pick-a-Day Calendar Shine

• Keep it Simple: The power of this fundraiser lies in its simplicity. Don't overcomplicate the design or concept. A clean, easy-to-read calendar with clear donation amounts is all you need.
• Tie Donation Amounts to Your Cause: Get creative with how you assign donation amounts to each date. For example, an animal shelter could tie the amounts to the average cost of feeding a pet per day, while a school might link it to the cost of classroom supplies.
• Highlight Special Dates: Make your calendar more engaging by highlighting special dates throughout the month. This could include holidays, awareness days related to your cause, or even fun, obscure celebrations that align with your organization's personality.
• Share Donor Stories: Throughout the month, showcase stories of donors who have made a difference. Share why they chose their specific date and what your cause means to them. These personal touches can inspire others to get involved.
• Provide Regular Updates: Keep the momentum going by providing regular updates on your fundraising progress. Share which dates have been claimed, highlight milestones, and express gratitude to participants for their contributions.
• Celebrate Your Success: At the end of the month, celebrate your collective success. Share the total amount raised and how the funds will be used to support your mission. Don't forget to thank your donors and emphasize the impact of their individual contributions.

Your Calendar Fundraiser Questions, Answered

Feeling overwhelmed by the logistics of organizing a calendar fundraiser? Don't worry! We're here to address all your concerns and provide clear, actionable solutions.

How much should I budget for my calendar fundraiser?

Great question! The cost of producing a donation calendar can vary quite a bit depending on factors like the complexity of your design, the quality of printing you choose, and the number of calendars you order. On average, you can expect to spend anywhere from $5 to $15 per calendar for a high-quality product.

Our advice? Shop around and get quotes from multiple printers to find the best deal. And remember to factor in all the costs, including design work and distribution. It's all about finding that sweet spot where you're getting a fantastic product without breaking the bank.

I'm ready to start promoting my calendar! Any tips?

You bet! Social media is your best friend when it comes to spreading the word. Give your followers a sneak peek of your calendar's design, share testimonials from supporters, and keep them updated on your fundraising progress.

But don't stop there! Reach out to local businesses and see if they'd be willing to display your calendars in their stores. Set up a booth at community events or markets to spread the word in person. And take into account the power of a good old-fashioned press release to grab the attention of local media.

I want to use photos in my calendar. What do I need to know about legal stuff?

This is an important one! The golden rule is always to make sure you have the right to use any image you include in your calendar. If your photos feature people, especially if they're recognizable, you'll need to get their written permission first.

Steer clear of any copyrighted images unless you have explicit permission to use them. When in doubt, it's always best to consult with a legal professional to make sure you're in the clear.

How can I make sure my calendar is a bestseller?

The key to boosting sales is all about building buzz early and often! Start promoting your calendar well in advance of your launch date, and consider offering pre-sale discounts to incentivize early buyers.

Think about bundling your calendar with other charity merchandise or partnering with local influencers to expand your reach. And don't forget the power of community engagement! Holding a photo contest or inviting supporters to vote on their favorite design can create a sense of ownership and excitement around your calendar.

When's the best time to launch my calendar fundraiser?

While the holiday season tends to be prime time for calendar sales, it's never too early to start building anticipation. We recommend kicking off your promotions in early fall to capture those early bird shoppers.

Plus, starting early gives you a bit of a buffer in case you run into any unexpected delays along the way. It's better to have your calendars ready to go well before the new year rolls around!

Should I offer a digital version of my calendar?

Offering a virtual version of your calendar can be a great way to expand your reach and cater to supporters who prefer to stay paperless. Plus, going digital can help cut down on production costs.

That being said, there's still something special about holding a physical calendar in your hands. Consider offering both printed and digital versions to give your supporters the best of both worlds!

Remember, while these tips provide a great starting point, the most effective strategies will be tailored to your specific organization and audience. Don't be afraid to get creative and try new things—that's the beauty of fundraising!

Final Thoughts and Free Calendar Fundraiser Template

Calendar fundraisers offer a fun, effective way to rally your community and raise essential funds for your cause. Whether you opt for a customized calendar filled with beautiful imagery or the simplicity of a "pick-a-day" donation drive, the core principles remain the same: accessibility, engagement, and tangible impact.

Are you inspired to make a difference with your own calendar fundraiser? Let TheShareWay be your partner in success with our free calendar fundraiser template. Formatted for a pick-a-day fundraiser, our 3 calendar fundraiser template designs are available as PDFs for download. Just include information about how your supporters can donate (such as Venmo or Cash App information), and you’ll be ready to fundraise!