TeamRaiser Event Checklist - 90 days before event

When your TeamRaiser event is around T-minus 90 days, complete the following actions if you haven't already:

  To-do To-do details How Where to Find in Luminate Online For more info
r Develop a Communication Plan

Map out a calendar plan of what communications you want to send out and when. Include email, print, and social media.

Use any calendar tool or spreadsheet to chart out a schedule for when to send messages    
r Create or revisit donation form

Does your donation form include the amount of your average gift? If most donors donate $100, include $100 as one of the donation amount options.

Run a TeamRaiser Gift Report in Report Writer to run reports on past data to determine the common donation amounts.

Donations Management > Reports > Report Writer > TeamRaiser TeamRaiser Gift Reports
Is your donation form responsive? As a best practice, your wrapper should also be responsive. Work with Blackbaud to redesign pages to be responsive.   Get Started
r Draft Coaching Emails for the entire event cycle Create coaching email stationery to give emails common look and feel.

You can set this for an event or if you want to use it across multiple events, set it in blueprints.

If you used a stationery a prior year, just copy it and update the images.

 On TeamRaiser's Manage Stationery page, click Create a New Stationery Understanding TeamRaiser Event Email and Autoresponder Stationery Selections

Define your email recipient lists using tasks.

Run the TeamRaiser Participants task daily to identify email recipients dynamically.

Use tasks to create these groups:

  • Past 2-3 years of team captains
  • Past 2-3 years of top individual fundraisers
  • Past 2-3 years of past participants

Tasks run overnight every 24 hours.

After creating your task, save it, let it run overnight, then come back the next day to review it, and set it up to rebuild once a day.

Your task will automatically populate the group.

Data Management > Tasks > TeamRaiser Participant

To view the group created, go to Groups > User Group List > Task Results. Search for the name of the task since the group name is the same as the task name.

 TeamRaiser Participants Task

Create autoresponder email templates.

Create, approve, and schedule emails such as:

  • Ask for participation/donation
  • Follow up
  • Thank you

Use personalization.

 Setup > Autoresponder Center
Assign the groups to receive the autoresponders      
Set up Milestone Messages and Badges to virtually reward fundraisers and donors

To acknowledge reaching a fundraising milestone, set up:

Email Message: Send email messages to team or fundraiser to acknowledge milestone

Fundraising Badge: Display digital image on a team or fundraiser's Personal Page

   Understanding TeamRaiser Event Participant Fundraising Milestones and Badges
Understand DMARC - article      
r (Optional) Assign an Event Manager to manage your event

Determine whether you want a volunteer to manage an event by overseeing registrations and sending messages to team captains, among other rights.

Choose and assign administrative rights in Luminate Online.

Assign a volunteer the rights to be an event manager, then specify the content he or she can view and manage.

Work with the event manager to ensure all necessary areas are available to this volunteer.

 Fundraising > TeamRaiser > Manage in Actions column > Event Managers tab Event Manager Roles and Event Management Center
r Reports

Run reports to check areas such as:

  • Registration rates
  • Donations
  • Email open rates.

Determine next steps from data analysis.

 Use TeamRaiser Reports in Luminate Online Donations Management > Reports > Report Writer > TeamRaiser About TeamRaiser Reports

Event Manager Communication to-dos:

Event Manager - Communications
Event announcement Set up autoresponders Event info and $ off discount for early registration
Registration thank you Set up autoresponders Confirm registration for event
Weekly update Set up email campaign Explain mission, highlight funds raised so far, request participation and donations
Pre-event info Create autoresponder for 1 week prior to event Event details, event registration confirmation
Post-event follow up and survey Create autoresponder for 1-2 weeks after event Thanks for participation, donation, explain total funds raised, include survey link
Create survey   Include questions about event (safety, travel, facilities, etc) and the online experience.