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SayProApp Courses Partner Invest Corporate Charity Divisions
SayPro Email: sayprobiz@gmail.com Call/WhatsApp: + 27 84 313 7407
SayPro Event Coordination: Plan and execute online or physical fundraising events, ensuring they align with the campaign’s goals and are promoted using SayPro tools
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
SayPro is a Global Solutions Provider working with Individuals, Governments, Corporate Businesses, Municipalities, International Institutions. SayPro works across various Industries, Sectors providing wide range of solutions.
SayPro Fundraising Event Coordination Framework
Objective:
Plan, organize, and promote fundraising events that engage donors, highlight SayPro’s mission, and directly contribute to campaign goals such as donor growth, financial targets, or community awareness.
1. Event Planning Checklist
| Task | Details | Responsible Person | Deadline | Status |
|---|---|---|---|---|
| Define event type & purpose | Webinar / Gala / Workshop / Walkathon | Campaign Manager | [Date] | ☐ Not Started ☐ In Progress ☐ Done |
| Set fundraising goals | e.g., R25,000 from ticket sales | Fundraising Lead | [Date] | ☐ |
| Choose event date & venue/platform | Zoom / Local Hall / Facebook Live | Events Coordinator | [Date] | ☐ |
| Book speakers or guests | Intern alumni / Donor speakers | Events Coordinator | [Date] | ☐ |
| Secure permits/approvals (for physical) | Local authority / Safety cert. | Admin | [Date] | ☐ |
| Create run-of-show & schedule | Timed agenda for the event | Program Director | [Date] | ☐ |
| Design promo materials | Posters, event banners, invites | Comms Team | [Date] | ☐ |
| Create event registration page | Google Form / Eventbrite / SayPro portal | IT/Outreach | [Date] | ☐ |
| Promote on social media & email | Start 2–3 weeks ahead | Social Media Team | [Date] | ☐ |
| Recruit volunteers or event staff | Ushers, chat moderators, follow-up callers | Volunteer Coordinator | [Date] | ☐ |
| Test tech setup (for online) | Microphones, streaming, screen share | Tech Lead | [Date] | ☐ |
| Prepare fundraising ask | Donation link / QR code / appeal message | Fundraising Lead | [Date] | ☐ |
| Thank-you follow-up | Emails, SMS, certificates | Outreach Assistant | [Date] | ☐ |
2. Event Types SayPro Can Execute
| Event Type | Format | Example Goal |
|---|---|---|
| Virtual Donor Webinar | Online | Educate and update donors |
| Community Fun Run | Physical | Raise funds & increase visibility |
| Youth Impact Panel | Hybrid | Showcase stories & attract new donors |
| Matching Gift Day | Online | Double donations in 24 hours |
| Gala or Awards Night | Physical | Celebrate partners and raise big gifts |
| Online Auction | Online | Fundraise with donated goods/services |
3. Promotion Using SayPro Tools
| Channel | Tool or Platform | Action Plan |
|---|---|---|
| Email Campaigns | SayPro Email Suite | Send Save-the-Date, invites, reminders |
| Social Media | Instagram, Facebook, LinkedIn, Twitter | Scheduled daily countdown, stories, live Q&A |
| Website | SayPro Web Portal | Create event landing page with donation links |
| Internal Network | SayPro Staff Hub | Post event briefings and volunteer calls |
| Donor CRM | SayPro Donor Database | Targeted outreach to past donors |
4. Post-Event Evaluation
| Metric | Target | Actual Outcome | Notes |
|---|---|---|---|
| Total Funds Raised | R[Goal] | R[Actual] | ☐ Goal Met ☐ Goal Missed |
| Number of Attendees | [Goal] | [Actual] | |
| Social Media Engagement | [Reach / Shares] | [Actual] | |
| New Donor Sign-Ups | [Target] | [Actual] | |
| Volunteer Hours Logged | [Expected] | [Actual] | |
| Feedback Received (Avg. Rating) | [e.g. 4.5/5] | [Actual] |
5. Documentation to Prepare
- Run-of-show / agenda
- Guest list or registration report
- Donation tracking sheet
- Volunteer schedule
- Event media (photos, videos, recordings)
- Feedback form for attendees and staff
Optional Add-ons
- Live donation ticker on screen
- Giveaway/raffle entry with donations
- Donor wall on website or during event
- Post-event recap video or blog
📎 Would You Like Templates For:
- Registration Forms (Google Form, Eventbrite)?
- Run-of-Show Layout?
- Canva event promo designs?
- Post-event Report Template?
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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