Your Year-Round Fundraising Checklist
Every fundraising team is feeling the same pressure: do more with less. Donor expectations are rising, inboxes are overflowing, and the calendar isn’t slowing down.
This guide brings together 7 real-world fundraising moves that advancement shops are using right now to maximize donor engagement. Each move comes with:
Why it works (the strategy)
The win (a peer example)
How to try it (your checklist)
Resources to dive deeper (links to blogs, guides, webinars, podcasts)
Let’s go!
Move 1: Use AI (the Right Way)
Why It Works
AI is everywhere, but without clear guardrails it can create as much confusion as efficiency.
The Win
Clark University surfaces new prospects, saves officer time, and makes outreach more relevant — while keeping ethics front and center.
How to Try It
Create Clear Guardrails — Draft a 1-page AI use policy.
Pilot 2 Use Cases — Try AI-generated ThankView emails or automating research.
Train Officers on Hybrid Use — Reinforce that AI enhances, not replaces, authentic connection.
Move 2: Extend Campaign Impact with Multichannel Outreach
Why It Works
Outreach that stops at the send button leaves donors behind.
The Win
KU Endowment built a reusable library of ThankView videos and Signal cadences — empowering officers to personalize outreach year-round.
How to Try It
Build a Shared Content Library — Create 5–10 reusable videos (thank-yous, student features, impact stories).
Embed Content Into Cadences — Train officers to drop videos into structured outreach sequences.
Map Multichannel Touches — Plan 2–3 touches per segment (video → email → call).
Videos to add to your content library
Impact Story
A short clip of a student sharing how donor support made an immediate difference (scholarship, research, experience).
"Thank You from the Community" montage
- Quick clips from multiple voices — students, faculty, staff, even alumni — stitched together to say thanks.
- Gives officers a high-energy video they can use with LYBUNTs or first-time donors to re-engage.
Impact Highlight (Cause-specific)
- A faculty member or program leader giving a 30-second update on something tangible donors helped make happen.
- Gift officers can match these to donor interests (athletics, arts, STEM, etc.) to personalize at scale.
Move 3: Practice Polite Persistence to Unlock Major Gifts
Why It Works
It often takes 6.7 touchpoints before a donor responds.
The Win
Boston University’s Emma Callahan uncovered $300K+ in gifts and a planned gift by practicing consistent, donor-first multi-channel outreach.
How to Try It
Build Multi-Touch Cadences — Design outreach with 5–7 steps.
Mix Your Channels — Use email, video, phone, LinkedIn, and handwritten notes.
Track and Adjust Tone — Review donor responses after each touch.
Move 4: Practice for Donor Meetings Before They Happen
Why It Works
High-stakes conversations aren’t the place to practice.
The Win
USNAF uses “chair-fly” simulations with AI and peer practice to sharpen donor conversations — contributing to a record-setting year.
How to Try It
Simulate Donor Conversations — Run AI or peer role-plays.
Sharpen the Ask — Test phrasing until officers feel confident.
Build a Playbook of Asks — Document what works and share across the team.
Sample AI Prompts for Gift Officer Practice
Discovery calls
“Pretend you’re an alum from the Class of 1985 who hasn’t been contacted in years. I’m a gift officer calling for the first time — role-play the conversation, including some hesitation on your part to re-engage.”
“You’re a prospect with high capacity but low recent giving. Role-play our first Zoom conversation where I’m trying to learn about your philanthropic interests.”
Overcoming objects
“Act as a donor who gives $100 annually but is skeptical about making a larger gift. Push back on me with concerns about trust, impact, or finances.”
“Pretend you’re a donor who says they already gave this year and don’t want to be asked again. Show me different ways you’d phrase that, so I can practice responses.”
Stewardship and follow up
“Role-play as a donor who just made their first gift. Show me how you’d react if I sent a thank-you video and followed up by phone — give me both positive and neutral responses.”
“You’re a long-time donor. Simulate how you’d respond if I called just to thank you and share a quick impact update — no ask.”
Solicitation practice
“Pretend you’re a donor who attended a recent event. You enjoyed it but haven’t given in years. Role-play me making the case for a $5,000 annual fund gift.”
“You’re a loyal annual donor who might be ready for a planned gift. Play out a conversation where I introduce the idea, and respond with some curiosity but also hesitation.”
Situational "curveballs"
“Act as a donor who gets annoyed that they’ve been contacted multiple times. Show me different reactions so I can practice how to calmly reset the conversation.”
“Pretend you’re a donor who suddenly pivots the conversation away from philanthropy — you want to talk about sports, politics, or campus gossip. Role-play how I can bring the conversation back to giving.”
Year-end prep
“Act as a donor who got my year-end appeal email but isn’t sure if they want to give in December. Challenge me with reasons why.”
“Pretend you just gave on Giving Tuesday. Role-play how you’d respond if I followed up with a thank-you and a question about your broader interests.
Move 5: Break Through the Noise with Print + Digital
Why It Works
Donors are inundated with digital messages — print adds a tangible, personal touch.
The Win
University of Memphis paired personalized postcards with ThankView videos and cadences, sparking donor replies and new gifts.
How to Try It
Send Targeted Postcards — Reach 50–100 key LYBUNTs.
Follow With Digital Touches — Pair print with a ThankView or email.
Measure Conversion by Segment — Compare print+digital vs. digital-only.
Move 6: Turn Events Into Fundraising Momentum
Why It Works
Events can be more than stewardship — they’re springboards for pipeline.
The Win
Texas State reimagined their Presidential Suite at football games, boosting RSVPs and securing a seven-figure gift during a game.
How to Try It
Personalize Invitations — Use ThankViews from leadership or students.
Track Engagement + Attendance — Log opens, clicks, RSVPs.
Convert Events Into Pipeline — Assign follow-ups within 48 hours.
How Texas State Turned 86% Open Rates and 91 RSVPs into a Suite Full of Major Gift Opportunities
Move 7: Thank Every Donor (and Don’t Overthink It)
Why It Works
Gratitude strengthens loyalty and retention — even when it’s scrappy.
The Win
NMSU Foundation’s “Thank Every Aggie” campaign sent student-driven ThankViews to 17,000+ donors, hitting 60%+ open rates and sparking personal replies.
How to Try It
Set a Stewardship Week — Pick one week in December to thank all donors.
Involve Students + Staff — Authentic videos resonate more than polished ones.
Measure Replies + Opens — Track stewardship engagement as a loyalty driver.
These 7 moves prove you don’t need to reinvent your fundraising playbook — just amplify what’s already working.
Start with 2–3 moves. Borrow ideas from peers. Share your own examples. Because the best fundraising guide isn’t written by one team — it’s built together.