8 Post-Event Communications for Nonprofits to SendJune 5, 2023
Nonprofits often rely on engaging event experiences to generate crucial funding, raise awareness for their missions, and establish a sense of community between the organization and its stakeholders.
But what you might not know is that organizing and hosting a successful event is just the beginning. To maintain high-level donor and attendee engagement in the long run, it’s essential to follow up with effective ongoing communication strategies.
In this article, we’ll explore eight types of post-event outreach that every nonprofit should send. These include:
- Donation Receipts
- Thank-You Notes
- Event Recaps
- Survey or Feedback Forms
- Matching Gift Information
- Volunteer Grant Information
- Sponsorship Acknowledgments
- Upcoming Engagement Opportunities
From expressing gratitude to providing updates and soliciting feedback, our recommended strategies help build stronger connections with supporters long after an event is complete. And in the end, it allows you to maximize the impact of your well-planned-out events.
Let’s dive in!
1. Donation Receipts
Most fundraising events include some sort of request for giving. And when your audience supports your cause in this way, it’s important that you provide them with official donation receipts afterward.
This is good practice for many reasons—including that, sometimes, it’s required. It also provides an additional post-event touch point that reminds supporters of their connection to your cause. Not to mention, some of the information provided in an official gift receipt can aid donors in completing their matching gift requests later on!
Tip: If your event donations provide some sort of tangible benefit for the attendee, be sure to specify the portion of a gift that they’re able to deduct. For example, if an individual contributes $100 to your organization, but $50 covers the cost of their meal at your gala, only $50 of the transaction would be considered tax deductible.
Post-Event Donation Receipt Template
Subject: Your Generous Contribution to [Nonprofit Organization] – Donation Receipt Attached
Dear [Donor’s Name],
On behalf of [Nonprofit Organization], we thank you for your incredible generosity and support during our recent fundraising event. We are grateful for your [specific donation amount] contribution, which will directly impact our mission to [briefly describe the cause].
Attached to this email is your official donation receipt for tax purposes. If you have any questions or need further assistance, please don’t hesitate to reach out to our team.
Official Tax Receipt
According to IRS guidelines, no goods or services were provided in exchange for your donation of [Donation Amount]. As a result, the full amount of your donation is tax-deductible. Please consult with your tax advisor or the IRS for specific details regarding the deductibility of charitable contributions.
Nonprofit Organization Details:
Name: [Your Nonprofit Organization]
Tax ID (EIN): [Tax ID Number]
Address: [Your Nonprofit Organization’s Address, including City, State, and ZIP]
Donation Amount: $[Donation Amount]
Date of Donation: [Date of Donation]
Donation Method: [Method of Donation]
This letter serves as an official receipt for your records. Please retain it as proof of your charitable contribution to [Your Nonprofit Organization]. Our organization is recognized as tax-exempt under section 501(c)(3) of the Internal Revenue Code.
If you have any questions or require additional documentation, please feel free to contact us at [Phone Number] or [Email Address].
Once again, thank you for your generosity and support. Your donation enables us to continue our vital work in [describe the impact of your nonprofit’s mission]. We truly appreciate your commitment to making a difference.
2. Thank-You Notes
Gratitude is a huge part of successful fundraising, so post-event thank-you notes are a must. Keep in mind that these thank-you notes should include everyone who supported your event in one way or another—including donors, attendees, volunteers, and more!
For increased personalization, include specific details where possible. For example, you can use your messaging after the fact to thank a donor for their generous gift of $100 or acknowledge a volunteer for their dedication to the setup and cleanup of the event space.
When supporters feel appreciated, they’re more likely to stay involved with your organization, increasing retention rates and overall engagement with the cause. Plus, it’s the right thing to do!
Post-Event Thank-You Note Template
Subject: From the [Nonprofit Organization] team, thank you for your generous support ♥
Dear [Donor’s Name],
We hope this email finds you well. We wanted to take a moment to express our heartfelt gratitude for your participation in our recent fundraising event. Your presence and support meant a great deal to us.
Through your [donation/attendance/support], you have made a significant impact on [Nonprofit Organization]’s mission. Your contribution will directly [describe the specific impact or achievement].
We truly appreciate your generosity, dedication, and belief in our cause. Without supporters like you, we wouldn’t be able to create positive change in the lives of [overview of beneficiaries].
Thank you once again for your commitment to making a difference.
With sincere appreciation,
3. Event Recaps
Another way to keep your organization—and an individual’s involvement with your cause—at the forefront of a supporter’s mind after an event ends is to send an event recap. This type of message can remind donors how much fun they had at your event, inspiring them to stay involved in new and exciting ways.
An event recap can take many forms, but you’ll likely want to include some sort of multimedia elements to attract and retain your audience’s attention. For example, you might incorporate photos or video clips from a recent event, supporter or client testimonials, and updates on progress toward fundraising goals.
Post-Event Recap Template
Subject: Relive the Amazing Moments from [Event Name]
Dear [Event Attendee’s Name],
We hope you are still riding the wave of excitement from our recent fundraising event, [Event Name]. We wanted to take this opportunity to thank you for being a part of the unforgettable experience.
The event was a tremendous success, bringing together over [number of attendees] passionate individuals like yourself who share a common goal of making a difference. We witnessed incredible moments, heard inspiring stories, and raised [total amount raised] to support [Nonprofit Organization]’s initiatives.
In case you missed any highlights or want to relive the memorable moments, we have put together a comprehensive event recap. Visit our website [link] to view the photo gallery or watch the attached videos with inspiring testimonials from attendees like yourself.
Once again, thank you for your invaluable support. Together, we are creating a brighter future for [overall cause or beneficiaries].
4. Survey or Feedback Forms
One of the best ways to improve future event offerings is to solicit feedback from recent attendees. By collecting and analyzing your audience’s input, you can leverage a new perspective on the successes (and challenges) of your organization’s events. Plus, nonprofit supporters love knowing that their feedback is being requested—and taken seriously—in order to drive positive change.
And one of the most effective ways to collect this information is by sending out a post-event survey in your communications! Keep in mind that this can be triggered as a part of your existing follow-up messages or sent as a separate piece of outreach. You can even offer desirable incentives for supporters to complete the survey process—such as an opportunity to win branded merchandise from your cause.
Post-Event Feedback Request Template
Subject: Your Feedback Matters to the [Nonprofit Organization] – Share Your Event Experience
Dear [Event Attendee’s Name],
We hope you had an incredible time at our recent fundraising event, [Event Name]. Your presence and support meant a lot to us, and we would greatly appreciate your feedback.
Your opinion is vital in helping us enhance future events and improve the overall experience for our valued supporters. We kindly request a few minutes of your time to complete a brief survey pertaining to your experience. Your responses will remain anonymous and will be instrumental in shaping our future initiatives.
Please click on the following link to access the survey: [Survey Link]
Thank you in advance for your valuable input. We genuinely appreciate your continued support, and we look forward to incorporating your feedback to create even better events in the future.
Post-Event Feedback Questionnaire
1. How would you rate the overall organization and logistics of the event?
2. What were the highlights of the event for you?
3. Were the event objectives and purpose clearly communicated to you?
4. Did the event meet your expectations? Why or why not?
5. How would you rate the quality and relevance of the content presented?
6. Were the event speakers knowledgeable and engaging?
7. Did the event provide valuable networking opportunities?
8. What did you think of the venue and facilities?
9. How likely are you to recommend this event to others?
- Very likely
- Very unlikely
10. Do you have any suggestions for improving future events or any specific ideas for topics or speakers?
11. Would you be interested in attending similar events organized by us in the future?
12. Overall, how satisfied were you with the event experience?
- Extremely satisfied
- Extremely dissatisfied
Thank you for taking the time to provide your valuable feedback. We appreciate your input and look forward to enhancing your event experience going forward.
5. Matching Gift Information
Millions of people work for companies that match employee donations to charitable causes. And oftentimes, event donations qualify for these matching programs—meaning it’s an excellent strategy to add to your existing fundraising event plan.
However, the vast majority of eligible donors have no idea that these programs even exist, which makes it essential for nonprofit teams to proactively promote the opportunity to their supporters. And post-donation (or, in this case, post-event) is the perfect chance to do so.
Tip: Automate matching gift outreach with Double the Donation—which integrates seamlessly into your ClickBid fundraising toolkit for ease of use.
Post-Event Matching Gift Template
Subject: Double Your Impact for [Nonprofit Organization] – Matching Gift Opportunity
Dear [Donor’s Name],
We are delighted to inform you about an exciting opportunity to double the impact of your recent donation to [Nonprofit Organization]. Many companies offer matching gift programs, where they generously match their employees’ charitable contributions.
If your employer participates in a matching gift program, your donation to [Nonprofit Organization] could be doubled—or even tripled. This means that your support can go even further in helping us [describe impact].
To find out if your company offers a matching gift program and to access the necessary forms and guidelines, please visit our website [link to matching gift page] or reach out to your HR department to learn more.
Thank you for considering this opportunity to amplify the impact of your support. Feel free to direct any questions regarding the matching gift process here, [phone number or email address], and we’d love to assist you in the process.
As always, we are grateful for your continued commitment to [Nonprofit Organization]’s mission.
6. Volunteer Grant Information
If your fundraising event relies on the support of a solid volunteer base, consider amplifying your incoming revenue with volunteer grant opportunities!
Like matching gifts, volunteer grants are a key type of workplace giving program. The difference is that instead of donors getting their financial gifts matched, volunteers are able to request monetary grants corresponding to the number of hours they served on your organization’s behalf. But again, qualifying volunteers are often not informed that their employers offer such initiatives, which makes follow-up communications essential.
Post-Event Volunteer Grant Template
Subject: Turn Your Volunteer Hours Into Dollars for [Nonprofit Organization]
Dear [Volunteer’s Name],
We hope this email finds you well. First off, we wanted to thank you once again for your commitment to supporting [Nonprofit Organization] by volunteering at our recent fundraising event. We could not have done it without your help!
We also wanted to share an exciting opportunity to further support [Nonprofit Organization]’s mission. Did you know that your volunteer efforts could potentially qualify for a volunteer grant from your employer?
Many companies recognize the value of volunteerism and offer generous volunteer grants (or “Dollars for Doers” programs. By logging volunteer hours with your employer, you can help secure additional funding for [Nonprofit Organization].
We encourage you to visit our website [link/volunteer grant page] or inquire with your HR department to learn more about your company’s volunteer grant program and the steps required to submit your volunteer hours for consideration.
Thank you for your dedication and commitment as a volunteer. As always, please remember that your efforts make a tangible difference in the lives of those we serve.
7. Sponsorship Acknowledgments
Many nonprofits enlist corporate sponsors to help fund their event initiatives and benefit from increased co-marketing opportunities. If that’s the case for your organization, don’t forget to send personalized acknowledgments that thank your corporate partners for their support.
You can also use this chance post-event to share relevant information regarding your fundraiser’s turnout. For example, you can let sponsors know that more than X hundred individuals attended your recent event, meaning individuals from that group were exposed to the sponsor’s marketing materials.
Detailed and impactful sponsorship acknowledgments can go a long way toward strengthening corporate partnerships that last far longer than a single, one-time event.
Post-Event Sponsorship Thank-You Template
Subject: Appreciating [Company Name] for Your Support of [Nonprofit Organization]
Dear [Company Representative’s Name],
On behalf of [Nonprofit Organization], we want to express our deepest gratitude for [Company Name]’s incredible support as a sponsor for our recent fundraising event, [Event Name].
Your generous contribution has played a pivotal role in our success, enabling us to [describe the impact or achievement]. We are truly grateful for your commitment to [Nonprofit Organization]’s mission of [brief description of nonprofit mission] and for making a positive difference in our community.
Additionally, we would be honored to showcase [Company Name]’s support on our website, social media platforms, and other promotional materials. If you have any specific preferences regarding the acknowledgment of your sponsorship, please let us know, and we will be more than happy to accommodate them.
Once again, thank you for your invaluable partnership and support. We look forward to continuing our collaboration in the future.
With sincere appreciation,
8. Upcoming Engagement Opportunities
Finally, you’ll want to make sure that event attendees know how to stay involved with your organization in the long run—and that they are actively encouraged to do so. Keep in mind that if an individual has recently supported your cause financially, whether through an event ticket, auction bid, or separate donation, you likely won’t want to request additional funding just yet.
But it can be a perfect chance to promote non-financial engagement opportunities! This might include…
- Following your organization on social media (and engaging with your content to increase its reach)
- Subscribing to your email newsletter
- Considering a peer-to-peer fundraising initiative
- Signing up for a volunteer experience
- Registering for an upcoming event
- Taking part in a workplace giving program (like matching gifts or volunteer grants)
- Giving an in-kind donation
The bottom line is that you want attendees to become increasingly connected to your nonprofit’s community!
Post-Event Engagement Opportunities Template
Subject: Stay engaged with [Nonprofit Organization] — Get involved with these upcoming initiatives
Dear [Supporter’s Name],
We hope this email finds you well. We want to express our heartfelt gratitude for your support during our recent fundraising event. Your commitment and dedication to [Nonprofit Organization]’s mission are truly inspiring.
As a valued supporter, we wanted to ensure that you stay connected with us and have the opportunity to get involved in our upcoming initiatives. Here are some exciting ways you can continue making a difference:
- Volunteer Opportunities: Join us in our community outreach programs or lend a helping hand at our upcoming events. Your time and expertise are invaluable.
- Fundraising Campaigns: Participate in our upcoming fundraising campaigns and help us reach our goals. Every contribution, big or small, creates an impact.
- Awareness Initiatives: Spread the word about [Nonprofit Organization]’s mission and programs by sharing our social media posts, attending awareness events, or organizing your own fundraiser.
- Upcoming Events: Don’t miss our next upcoming events! Check out the event calendar on our website to learn more and register for additional engagement opportunities.
We will keep you updated on these and other engagement opportunities through our newsletter, social media channels, and nonprofit website here: [link].
Once again, thank you for being a part of our journey. Together, we can create a brighter future for [cause or beneficiaries].
Post-event outreach plays a vital role in sustaining the momentum generated by event-hosting organizations. These communications serve as invaluable touchpoints to express gratitude, provide updates, gather feedback, and maintain engagement with donors, volunteers, attendees, and more.
By implementing our recommended communication strategies after your next event, your team can effectively strengthen relationships, nurture your nonprofit community, and maximize the impact of your recent fundraising events.
Good luck, and happy hosting!
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