Build lifelong relationships

Your fundraising team just spent 40 hours planning a successful gala that raised $250,000. Now they'll spend another 40 hours manually entering guest lists into spreadsheets, reconciling payments across multiple systems, and sending individual thank-you emails.

This is the hidden cost of manual event workflows. While manual processes might seem like a cost-saving measure, they drain staff time, increase error rates, create HIPAA compliance risks, and pull your team away from what matters most: building donor relationships.

Hospital fundraising teams lose nearly five hours every day to these repetitive tasks. Almabase's fundraising event management software eliminates manual data entry, keeps Raiser's Edge NXT data in sync, and can save hundreds of staff hours each year.

Five Hidden Costs of Manual Gala Operations

Hospital fundraising teams rely on galas and events to fund critical programs, but manual processes drain staff time, increase the risk of errors, and make it harder to measure results accurately.

Here are just five ways your hospital foundation loses opportunities, revenue, and time by relying on outdated manual processes to manage your galas, golf tournaments and other fundraising events.

1. Lost Productivity from Redundant Data Entry

Manual workflows force staff to re-enter information across multiple systems — CRMs, payment systems, spreadsheets, and more. One analysis found that nonprofit staff spend up to 50 percent of their time on manual data entry. This kind of work is boring, wasteful and can lead to burnout.

Almabase’s TrueSync™ integration with Blackbaud Raiser’s Edge NXT and Blackbaud CRM reduces manual handling of sensitive records while maintaining clean, consistent data across systems.

2. Missed Revenue from Human Error

A gala can generate thousands of data points, from attendee names and guest additions to dietary preferences and sponsorship tiers. That leaves too much room for error, since there are errors in about one percent of manual data entry keystrokes.

The result is delayed or missed donations and inconsistent communications—a major turnoff for donors. These mistakes often ripple downstream, leading to inaccurate reports and missed follow-ups that weaken donor trust.

3.  Less Time Cultivating Donors

Every hour spent on repetitive administrative work, like re-entering event registrations or sending one-off acknowledgments, detracts from opportunities to build meaningful donor relationships, plan strategic campaigns, and focus on high-impact activities that drive ROI for your organization.

4. Staff Burnout and Turnover

Nearly 75% of nonprofits report persistent job vacancies tied to heavy workloads and manual processes. But one study found that turnover drops significantly when organizations shift away from the soul-sucking “busy work” of manual processes.

5. Compliance and Data Risk

Many third-party vendors aren’t HIPAA-compliant or won’t sign BAAs—making them risky for fundraising for healthcare. Almabase’s HIPAA-compliant event registration platform is designed specifically for healthcare foundations, maintaining data security and compliance while integrating seamlessly with Raiser’s Edge NXT.

Almabase Helps Hospital Foundations Streamline Fundraising Events

Trying to manage event registration, ticketing, and communications manually creates major inefficiencies.

Almabase’s event management software gives hospital foundations a single, HIPAA-compliant event registration software solution to handle every step from setup to stewardship.

For teams used to navigating disconnected tools, the results are immediate: faster event setup, fewer errors, and greater visibility into event ROI. Dashboards track participation, sponsorships, and giving in real time, helping staff quickly identify top prospects and follow up while engagement is fresh.

Key Benefits:

• TrueSync™ Raiser’s Edge Integration: Automatically updates guest, ticketing, and payment data in Raiser's Edge NXT in real time, eliminating duplicate entry. Teams can save up to 40 staff hours by automating check-ins, receipts, and post-event updates for big events like galas and golf tournaments.
• Event Platform with Reporting Tools: Schedule invitations, reminders, and thank-yous directly within the platform—no spreadsheets or third-party tools required.
• HIPAA-Secure Event Ticketing Software: Collect and manage sensitive donor or patient data safely with full SOC 2 Type II, HIPAA, and ADA compliance.

Almabase’s ticketing software for healthcare simplifies operations and keeps all event data connected to Raiser’s Edge, allowing fundraisers to spend more time on what matters—strengthening relationships and driving impact in healthcare fundraising.

Event Management Software That Powers Hospital Fundraising    

Hospital foundations juggling multiple systems from spreadsheets to payment platforms and CRMs often leave staff buried in administrative work instead of engaging donors. Almabase eliminates that burden by creating a single, accurate source of truth so teams no longer need to chase down lists or reconcile records after every gala.

By automating event ticketing and maintaining HIPAA secure event registration, Almabase helps foundations run compliant, efficient, and mission-focused events that fuel sustainable fundraising for hospitals.

See how Almabase's fundraising event management software helps hospital foundations save hours, ensure compliance, and raise more funds.

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Frequently Asked Questions

How does Almabase help hospital foundations eliminate manual workflows in event management?

Almabase replaces time-consuming manual workflows with automation that integrates every step of your event management process. Hospital foundations can set up event registration, ticketing, sponsorships, and communications in minutes—not weeks—through one platform that syncs directly with Raiser’s Edge NXT.

That means no more redundant data entry, disconnected spreadsheets, or manual imports. Event data, donor engagement, and payments all flow seamlessly in real time, ensuring accuracy and saving hours of administrative work.

Is Almabase’s event management platform HIPAA-compliant for hospital foundations?

Yes. Almabase is built with healthcare fundraising compliance in mind, offering SOC 2 Type II certification and Business Associate Agreement (BAA) support to meet HIPAA standards. The platform separates patient health information from donor engagement data, so hospital foundations can manage events, donor communications, and grateful patient programs securely and confidently. Compliance, data protection, and privacy are embedded into every workflow.

How does Almabase’s Raiser’s Edge NXT integration improve event ROI for healthcare organizations?

Through TrueSync, Almabase’s bi-directional Raiser’s Edge NXT integration ensures that all guest registrations, donations, and communications automatically sync with your CRM. This eliminates data duplication, reduces reporting errors, and gives fundraising teams real-time insights into donor engagement and event ROI. It also allows fundraisers to identify follow-up opportunities faster—translating event participation into sustained donor relationships.

Giving Days have become the Super Bowl of advancement. Teams spend months planning, alumni flood timelines with links and hashtags, and fundraising dashboards light up with activity. But once the campaign clock stops, engagement often fades. Donors vanish. Inboxes quiet down. The cycle resets.

What if Giving Day wasn’t an end but a beginning?

That question shaped a recent conversation hosted by Aaron Riley, VP of Sales at Almabase, joined by Mike Nagel, Chief Strategy and Growth Officer at Catalyst Campaign Partners, and Steve Sjoberg, Director of Foundation Marketing and Communication at the MSUM Foundation. Together they explored how advancement teams can turn Giving Day momentum into a year-round engagement strategy that builds relationships, strengthens retention, and drives sustainable fundraising results.

The Challenge: Rising Revenue, Shrinking Donor Base

Fundraising totals across higher education continue to rise, yet fewer people are giving each year. In 2024, colleges in the US raised $61.5 billion, while donor participation declined by 7 percent.

“It’s not sustainable,” Mike said. “Every VP I talk to is thinking about the pipeline. You can’t grow revenue if your donor base keeps shrinking.”

Giving Days are great at attracting first-time and lapsed donors, but retention is the issue. Research shows that 34 percent of Giving Day gifts come from new or reactivated donors, yet only 20 percent make a second gift without continued engagement.

Institutions facing the same challenge can take inspiration from Boyd-Buchanan School’s story, which connected alumni engagement directly to fundraising growth.

The Spark: Treating Giving Day as a Season, Not a Day

At Minnesota State University Moorhead (MSUM), Steve Sjoberg and his team saw Giving Day participation spike, only to drop soon after.

Their solution was simple and strategic — extend the story.

“Giving Day should be the kickoff, not the closing ceremony,” Steve said. “We started asking what it would look like if this became the beginning of our engagement year.”

That mindset reframed MSUM’s communication strategy, building a cadence of connection throughout the year. It mirrors how RISD restructured its engagement journey by connecting alumni activity, fundraising, and communication into a unified experience.

The Approach: Faster Stewardship and Real-Time Gratitude

Speed was MSUM’s first priority.

Before Almabase, it took nearly a month to process and thank all donors. With Almabase’s Alumni Engagement Platform, integrated with Blackbaud, the team reduced that to three days.

“Speed builds trust,” Steve said. “When donors hear from you within 24 hours, they remember how that gift felt.”

MSUM layered its stewardship program:

• Personalized thank-you emails immediately after Giving Day.
• Handwritten notes from students for select funds.
• Video thank-yous through Almabase’s built-in video module.
  
  

That one shift delivered a measurable impact.

“Just through personalized thank-you videos, we raised an additional $40,000,” Steve shared. “People responded because they felt seen.”

Mike added, “Three out of four first-time donors never renew. Quick and personal acknowledgment is the easiest fix.”

This approach aligns with how Samueli Academy automated alumni communication to maintain consistent connection and achieve a 97 percent engagement rate.

From Data to Decisions: Seeing the Numbers Behind the Numbers

Data without insight is noise. The MSUM team shifted from simply counting donors to understanding who they were.

Mike explained, “Around 10 to 15 percent of your alumni have major-gift capacity. Giving Day is when they raise their hand. If you’re not analyzing that, you’re missing your next big donors.”

Using Almabase, MSUM tagged upgraded gifts, identified high-potential first-time donors, and synced this information with its CRM. Reports that once took weeks now update in real time.

“We moved from spreadsheets to instant visibility,” Steve said. “It freed our staff to focus on relationships, not reconciliation.”

This mirrors Concordia College’s strategy, which used data-driven segmentation to strengthen donor relationships and streamline advancement operations.

The Human Side: Personalization at Scale

Every donor wants to be acknowledged, but the message needs to feel personal.

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At MSUM, stewardship scales without losing authenticity:

• Major donors hear from university leadership.
• Longtime supporters receive handwritten notes.
• First-time donors get personalized packets and alumni stickers.
  
  

Authenticity matters more than automation. “We handwrite names on whiteboards before filming videos,” Steve said. “That’s how they know it’s real.”

Mike compared it to the private sector: “If a retail brand can personalize an experience, advancement teams can personalize gratitude.”

Gann Academy’s example proves how small tweaks in personalization can lift open rates and engagement across the board.

Micro-Campaigns That Create Macro Impact

Large campaigns attract visibility. Micro-campaigns sustain participation.

MSUM’s wrestling room renovation campaign invited alumni and fans to fund upgrades. In six weeks, it met its goal. “It wasn’t about the size of the gift,” Steve said. “It was about people feeling connected to something they love.”

Another small but powerful initiative expanded the campus Oceanarium, adding a teaching space for local schools. Both efforts gave alumni tangible proof of their impact.

A similar approach worked for DMBA, which funded its engagement platform through targeted micro-campaigns instead of large appeals.

Replacing the Gala with Genuine Connection

MSUM replaced its traditional gala with Dragon Legacy Luncheons — smaller, college-based events that celebrate faculty, students, and alumni together.

“Legacy Luncheons let us lift up real stories,” Steve said. “People leave feeling valued, not entertained.”

Attendance grew, costs dropped, and alumni involvement deepened.

Antioch College saw similar success by focusing on community events that created real relationships instead of one-time gatherings.

Engaging the Next Generation

Retaining young alumni begins before graduation.

MSUM’s Career Connections Office collects accurate contact data from seniors, offering small incentives like alumni gifts or pizza.

“A small reward today leads to stronger loyalty tomorrow,” Mike said. “If you capture contact info early, you never lose them.”

This early engagement mirrors Nicholls State University’s spotlight series, which kept young graduates connected through personal stories.

Institutions can also explore Almabase’s blog on how to engage alumni more effectively for actionable ideas to build meaningful early connections.

Technology and Timing: Building an Engagement System

With Almabase, MSUM automated repetitive tasks like thank-you emails, donor segmentation, and event follow-ups. The team now spends more time creating experiences than managing workflows.

“Before, we reacted,” Steve said. “Now we plan ahead. The system gives us space to be creative.”

By aligning technology with human storytelling, MSUM built a sustainable rhythm of connection that continues long after Giving Day ends.

Learn more about how Almabase supports this workflow in the Alumni Engagement Platform overview.

The Broader Lesson: Build Systems, Not One-Off Campaigns

Aaron Riley summarized the takeaway that tied everything together.

“Building systems matters more than building campaigns. When you create a rhythm of gratitude, storytelling, and follow-up, Giving Day becomes one part of a longer conversation.”

This mindset shifts advancement from transaction to transformation.

What Institutions Can Learn from MSUM’s Journey

1. Simplify processes before scaling outreach.
2. Empower non-technical staff with user-friendly tools.
3. Respond within 24 hours of every gift.
4. Personalize communication using real data.
5. Use insights to segment follow-ups, not to overanalyze.
6. Replace large events with smaller, consistent recognition moments.
7. Engage students before they graduate to build lifelong loyalty.

The Impact: From One-Day Campaigns to Lasting Relationships

Since adopting this approach, MSUM has

• Reduced post-Giving Day processing time by 80 percent.
• Added more than $40,000 in post-event donations through video outreach.
• Increased participation among young alumni.
• Reactivated lapsed donors.
• Built an engagement calendar that sustains energy across the year.
  
  

The result isn’t only more funds but deeper community trust.

Wrapping It Up

Giving Day may start as a 24-hour event, but its real value lies in what follows after the giving day event. The institutions that treat donors as partners, not participants, will build stronger communities and more sustainable pipelines.

To see how this strategy works in practice, watch the full conversation with Aaron, Mike, and Steve or explore how Almabase helps advancement teams sustain engagement throughout the year.

Watch the full webinar recording below:

The right way to fundraise means creating experiences that make giving feel natural, meaningful, and rewarding for the donors.

Universities and nonprofits spend countless hours building campaigns, yet too often the actual act of giving feels clunky. Donors drop off, admins lose time, and campaigns miss their potential.

With Almabase’s new spin on Payment Links, we’re changing that.

Not just with another feature, but with a smarter way to design giving experiences that encourage participation and generosity at scale.

Why Standard Payment Links Leave Fundraisers Struggling

Until now, payment links have been a black box:

• Admins couldn’t track which links were generated, when, or for whom.
• No visibility into whether a link was used, pending, or failed.
• No way to tie links directly to a campaign, appeal, or package.
• No bulk creation, admins had to generate one link at a time.

This meant lost opportunities for follow-ups, messy attribution, and a lot of wasted admin effort.

Research confirms why this is such a problem: nearly 60% of donors abandon online donation forms when the process feels long or confusing, and pre-filled amounts have been shown to increase average gift size by up to 20%.

How Payment Links Transform the Donor Journey

Traditional donation forms work, but they put the burden on donors to find the right fund, enter the right amount, and complete multiple steps.

Payment Links flip this dynamic. Instead of asking donors to figure it out, admins can now:

• Pre-populate gift amounts and funds, reducing decision fatigue.

• Share links directly with target donor groups via email or text.
  

The result? A smoother, more personal giving journey.

Benefits of Payment Links

1. Complement, Don’t Compete with Giving Days
2. Payment Links don’t replace your giving day strategy, they enhance it. With pre-filled amounts and funds, you can align links to specific appeals, campaigns, or segments while still keeping the broader energy of Giving Day intact.
3. Encourage Spontaneous Generosity
4. When donors see a link pre-filled with an amount for a cause they care about, the decision becomes effortless. That’s how you drive more participation and larger gifts, not by asking donors to wade through complex forms.
5. Better Attribution, Stronger Follow-ups
6. With clear Paid / Pending / Failed statuses, admins finally get complete visibility into donor actions. No more guesswork — just actionable insights that help you follow up at the right time.

The Bigger Picture: Designing Better Giving Experiences

Payment Links are part of a broader shift in fundraising: designing experiences that reduce friction, highlight the right opportunities, and make generosity the easy choice.

• Giving Hub: Centralized access to funds.
• Highlighting funds: Draw donor attention to what matters most.
• Extensible search and grouping: Help donors navigate choices without overwhelming them.

All of these, including Payment Links, are about the same thing: turning intent into impact, without extra steps.

Closing Thoughts

Fundraising technology shouldn’t just digitize processes. It should optimize experiences for donors who want to give, and for admins who need to scale their efforts.

That’s what Payment Links are designed to do.

👉 Curious to see how this works in practice? Explore Almabase Giving and reimagine how your next campaign can feel effortless, personal, and powerful.

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As the calendar heads toward the end of the year, advancement teams once again are heading into a notable fundraising season. Often called the season of giving, donors are often inclined to be motivated by holiday spirit, tax incentives, and a desire to make a difference before the year closes.

For higher education and K-12 institutions, a successful end-of-the-year giving campaign is a great chance to reinforce relationships, showcase impact, and build momentum for the year ahead. A well-executed campaign can significantly boost your annual fund, support new initiatives, and build momentum and trust that you can carry forward into 2026.

The value of year-end Giving

Why does end-of-the-year giving command so much attention? Nearly one-third (~30%) of all annual giving occurs in December, with a significant portion happening in the final few days of the year. This surge is driven by several key factors that your team should be aware of:

• Tax Incentives: Many donors make their charitable contributions before December 31 to take advantage of tax deductions for the current fiscal year. This financial motivation is a powerful driver for last-minute gifts.
• Holiday Spirit: The holiday season naturally fosters a spirit of generosity and reflection. Donors are often more emotionally connected to causes they care about and are inspired to give back to communities that have shaped their lives, like their alma mater.
• Sense of Urgency: The deadline of December 31 creates a natural sense of urgency, prompting donors who may have procrastinated to finally act. A well-timed and compelling appeal can be incredibly powerful during this time.
• GivingTuesday: Kicking off the year-end giving season, GivingTuesday has become a global phenomenon. This day of philanthropy raised $3.6 billion in the US alone in 2024, proving how big of a launchpad it can be for your year-end giving season.

How to Plan a Winning Year-End Giving Campaign

A successful campaign requires thoughtful planning and a deep understanding of your donor community. We’ve come up with 10 essential steps to guide your planning process for 2026.

1. Review previous campaigns

Before you start building a committee and plan things out, it’s crucial to look back at your past year-end giving campaigns, gather your data, and ask key questions:

• What worked well? Identify the messages, channels, and strategies that generated the most engagement and donations. Did a particular email subject line have a high open rate? Did a specific social media post go viral? Are there similar content opportunities or stories this year you can take advantage of?
• What didn't work? Pinpoint the elements that fell flat. Were certain donor segments unresponsive? Did a particular fundraising channel underperform? What did donors complain about the most?
• Performance Metrics: Analyze key metrics such as total dollars raised, number of donors, average gift size, and donor retention rates. Compare these against your goals to understand your performance gaps.
• Donor Feedback: What feedback did you receive from donors? Were there any technical issues with your giving page? Was the donation process straightforward?

This simple review process will help you build on your successes and avoid repeating past mistakes, setting a solid foundation for your 2026 year-end campaign.

2. Start planning early

The most successful campaigns are planned months in advance. Nonprofits usually start planning their year-end campaigns by October, and you’ll definitely want your campaign to stand out from all the appeals that go out during the end of the year. We suggest having a solid idea on your campaign and for the first few emails or posts about events and causes tied to your campaign to be out by late September to mid-October if possible. Starting early reduces stress, allows for more creativity, and ensures every member of your team is aligned and prepared for a smooth execution.

3. Lock in your goals for your year-end campaign

Clear, measurable goals are the backbone of any successful campaign. Your goals should be ambitious yet achievable, and they should align with your institution's broader strategic priorities. The SMART framework is a popular starting point to define your objectives but your actual needs may vary:

• Specific: "raise $50,000 for the student scholarship fund."
• Measurable: Define clear metrics to track progress, such as total donations, number of new donors, or alumni participation rate.
• Achievable: Set realistic goals based on past performance and current resources.
• Relevant: Ensure your campaign goals support the institution's mission and pressing needs.
• Time-bound: Establish a clear timeline with a definitive end date (e.g., December 31, 2026).

Your goals will guide your strategy and messaging, providing a clear benchmark for success that you can communicate to your team, leadership, and donors.

4. Decide the theme and central message for your campaign

Your campaign theme should be compelling and easy to understand. Your central message should clearly articulate the "why" behind your campaign.

• Focus on Impact: Ask donors to fund tangible outcomes. For example, "Your gift of $100 can provide a textbook for a student in need" is more powerful than "Please donate $100."
• Tell a Story: Use personal stories from students, faculty, or alumni to illustrate the real-world impact of philanthropy. Human stories resonate deeply and create an emotional connection.
• Create a Slogan: A catchy slogan can make your campaign more memorable. Think of something short, inspiring, and shareable.

Your theme and message should be consistent across all channels from your giving page and emails to your social media posts and direct mail pieces.

5. Segment your donor communication

Your donor base is likely diverse, and segmenting your audience allows you to tailor your messaging for maximum impact. Some common donor segment examples are:

• Giving History: First-time donors, recurring donors, major donors, and lapsed donors all require different messages.
• Affiliation: Alumni, parents, faculty, and friends of the institution have different relationships and motivations.
• Graduation Year: For alumni, messaging can be tailored to appeal to different generations.
• Interests: If your data allows, segment based on past giving to specific funds (e.g., athletics, arts, scholarships).

Personalized communication shows donors that you understand and value them as individuals, significantly increasing the likelihood of a positive response.

6. Diversify fundraising options

Donors nowadays expect a variety of ways to give. Offering multiple channels makes it convenient for them to contribute in the way they prefer. These may include:

• Online Giving Page: This is essential. Ensure your giving page is mobile-friendly, easy to navigate, and branded to your campaign.
• Peer-to-Peer Fundraising: Empower your most passionate supporters to fundraise on your behalf.
• Recurring Giving: Encourage donors to sign up for monthly gifts, providing a stable source of year-round revenue.
• Matching Gifts: Promote corporate matching gift programs to double the impact of donations.
• Text-to-Give: Offer a simple option for donors to give via their mobile devices.
• Direct Mail: Traditional mail still works, especially for older donor segments.

A multi-channel approach ensures you reach the widest possible audience and remove any barriers to giving.

7. Get your community involved

Your community is your greatest asset. Involving them in your campaign can amplify your message and build social proof.

• Peer-to-Peer Fundraising: As mentioned, this is a powerful tool. Arm your ambassadors with the resources they need to succeed, such as email templates and social media graphics.
• Volunteers: Recruit volunteers to help with phone banking, thank-you calls, or event support.
• Ambassadors: Identify influential members of your community to serve as campaign ambassadors. Their endorsement can lend significant credibility to your appeal.
• User-Generated Content: Encourage supporters to share why they give using a campaign-specific hashtag.

When your community feels involved, they become co-owners of the campaign's success, allowing you to build incredible momentum.

8. Optimize your digital donor experience

Any friction in the giving process can lead to abandoned donations and impacts your campaign’s image.

• Mobile Optimization: A majority of donors will visit your giving page from a mobile device. Test your page on various phones and tablets to ensure it is fully responsive.
• Fast Load Times: Slow-loading pages are a major deterrent. Optimize images and scripts to ensure your page loads quickly.
• Simple Donation Form: Only ask for essential information. A long, complicated form is a common reason for cart abandonment.
• Clear Call-to-Action (CTA): Use a prominent, brightly colored "Donate Now" button that is easy to find.

9. Stewardship and Donor Recognition

Your work isn't done once a donation is made. Prompt and meaningful stewardship is crucial for donor retention.

• Immediate Acknowledgement: Send an automated, personalized thank-you email and tax receipt immediately after a donation is made.
• Personal Touches: For larger gifts, follow up with a personal phone call or handwritten note.
• Public Recognition: With their permission, recognize donors on social media, your website, or in your annual report. Create different recognition levels for different giving amounts.
• Impact Reporting: After the campaign, report back to donors on the collective impact of their generosity. Show them what their support accomplished.

Good stewardship makes donors feel valued and appreciated, turning a one-time gift into a long-term relationship.

10. Capture data to power future campaigns

Throughout your campaign, you will naturally collect a wealth of data. This data is gold for planning future initiatives.

• Track Everything: Monitor email open rates, click-through rates, social media engagement, and website traffic.
• Analyze Donor Behavior: Identify which segments were most responsive, what time of day saw the most donations, and which channels performed best.
• Post-Campaign Survey: Send a survey to donors to gather qualitative feedback on their experience.
• Debrief with Your Team: Hold a post-campaign meeting to discuss what went well, what could be improved, and key takeaways for next year.

This data-driven approach will enable you to continuously refine and improve your fundraising strategies year after year.

How Almabase Simplifies Your Year-End Campaigns

Planning and executing a multi-faceted end-of-the-year giving campaign can be complex, but you don't have to do it alone. Almabase is designed to empower educational institutions by streamlining every aspect of their fundraising efforts.

Our platform offers a comprehensive suite of tools that integrate seamlessly to enhance your campaign's efficiency and impact:

• Customizable Giving Pages: Create beautiful, mobile-friendly giving pages that are branded to your campaign and optimized for conversions.
• Automated Engagement: Track donor activity and automate personalized communications to nurture relationships at scale.
• Data-Driven Insights: With seamless integration, including with Blackbaud systems, you can leverage your data to inform strategy and make smarter decisions.
• Peer-to-Peer Fundraising: Easily launch and manage peer-to-peer campaigns that empower your community to fundraise for you.
• Event Management: Manage virtual and in-person campaign events with integrated ticketing, registration, and communication tools.

With Almabase, you can automate manual tasks, personalize your donor outreach, and gain a deeper understanding of your community, freeing up your team to focus on what matters most: building meaningful relationships and driving philanthropic support.

Wrapping It Up

A successful end-of-the-year giving campaign has the power to transform your institution's fundraising results and set the stage for a prosperous new year. By planning early, setting clear goals, crafting a compelling message, and leveraging the right technology, you can create a campaign that not only meets but exceeds your financial targets.

More importantly, a thoughtful and strategic campaign strengthens the bond with your community, reminding them of the vital role they play in advancing your mission. As you prepare for 2026, use these steps as your guide to build a campaign that inspires generosity and celebrates the collective power of your community.

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Every year, GivingTuesday (or Giving Tuesday) gives schools the chance to rally their communities around generosity. With the right Giving Tuesday campaign ideas, you can turn a single day of giving into something that strengthens your institution’s pride, deepens connections, and funds the programs that make a difference. Last year alone, donors contributed $3.6 billion across the United States, marking a 16% jump from the previous year

But a successful Giving Tuesday campaign doesn’t happen by accident. In this blog we will take you through a few proven strategies you can adopt to make sure your Giving Tuesday campaign is at its most effective. 

1. Start Planning Early (September–October)

The institutions that meet (and often surpass) their Giving Tuesday goals have one thing in common: they start early.

Giving Tuesday lands right after Thanksgiving, competing for attention with Black Friday sales, holiday shopping, and countless nonprofit appeals. To cut through the noise, your best move is to begin preparing well before November, ideally in September or early October.

The good news? You don’t have to build your plan from scratch. GivingTuesday's official website offers a 12-week countdown planning guide that walks you through exactly what to do each week leading up to the big day. Starting three months out gives you the breathing room to think creatively, build momentum, and avoid the last-minute scramble.

Here’s what early planning gives you:

• Time to craft a compelling purpose: When you plan ahead, you can dig deep into what makes your campaign meaningful instead of rushing to fill space with generic messages.
  
• A clear roadmap: Early preparation helps you chart every milestone, from when to brief ambassadors, post teasers, send reminders, to finally thanking your donors.
  
• Defined donor segments: Alumni, parents, and faculty all care about different aspects of your school. Knowing who you’re speaking to lets you tailor your message for each group.

Start now by planning backwards from Giving Tuesday. What should happen a month before? Two weeks before? One week before? Lock in those milestones early and you’ll be thanking yourself later.

2. Define a Purpose That Inspires Giving

A number can be motivating, but a purpose is unforgettable.

A goal might say, “We want to raise $25,000.”, but a purpose says, “We’re raising $25,000 to launch scholarships for three first-generation students this year.” One is a target; the other tells a story of the real impact donors could be making. When your campaign clearly connects donations to outcomes, people give with confidence and heart.

A message that inspired giving could look like:

• “Create emergency grants for students facing unexpected financial hardship.”
• “Expand mental health counseling to serve 50 more students this semester.”
• “Renovate our aging library into a modern learning commons.”

Whatever you choose, make sure your purpose reflects your school’s mission and resonates emotionally with your supporters. When donors can picture the result, they’re far more likely to take action.

3. Craft Relatable Messaging

Your Giving Tuesday message has just a few seconds to capture attention and spark generosity. The best ones are short, emotional, and focused on impact.

A simple framework that works:

• “Every gift, big or small, helps a student [insert specific outcome here] this Giving Tuesday.”
• Avoid vague phrases like “achieve their dreams.” Instead, make it tangible: “get the textbooks they need to succeed” or “attend a field trip that brings lessons to life.”

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Take NYU’s example. Their messaging connected the global GivingTuesday movement directly to tangible student impact.

"GivingTuesday is about unleashing the power of generosity worldwide. At NYU, it means investing in the next generation of leaders whose work will create lasting change. Your support today can provide scholarships, mentorship, emergency funds, and countless opportunities for students to flourish at NYU."

Notice how they started with the big picture (global generosity) but quickly zeroed in on specific ways donations make a difference Then, they immediately connected that message to real outcomes: scholarships, mentorships, and emergency funds. That balance between vision and specificity is what makes a message stick.

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And don’t forget to mention that small donations matter. Many people assume their $10 or $25 won’t move the needle, but it absolutely does. Try messages like:

• “Just $25 provides school supplies for a student in need.”
• “Your $50 gift covers a week of after-school tutoring.”

Sample Giving Tuesday Messages for Schools:
Create three to five variations of your core message and rotate them across platforms. Include your school’s unique hashtag alongside #GivingTuesday to boost visibility. Need inspiration? Check out Kansas State University’s social media toolkit for adaptable message ideas.

4. Design a Branded Giving Tuesday Graphic

For Giving Tuesday, visuals are your first impression with potential donors. A well-designed graphic makes your campaign instantly recognizable and emotionally engaging.

Rockhurst High School in Kansas City nailed this with their #RockGivingTuesday campaign. Their posts consistently featured:

• their school branding and colors
• the official #GivingTuesday logo
• a clear “Double your impact” call to action

That consistency built trust and recognition at a glance.

You don’t need to start from scratch. GivingTuesday.org offers free branded templates and logo guidelines to help you maintain a professional look while saving time.

What Makes a Great Giving Tuesday Graphic?

• Use school colors: Your audience should recognize your brand instantly while scrolling.
• Include a clear CTA: Add short overlays like “Donate Now,” “Support Students,” or “Double Your Gift.” Make the next step obvious within three seconds.
• Strategic hashtag and logo placement: Keep the official #GivingTuesday logo visible but secondary to your school branding (often in a corner or footer), and pair it with your custom hashtag.
  

5. Build a Dedicated Giving Tuesday Landing Page

Directing donors to your general donation page might seem simple, but it could actually hurt conversions. On Giving Tuesday, people expect a focused, emotionally engaging experience that feels unique to the day.

A dedicated Giving Tuesday landing page reminds visitors why they’re giving and shows exactly how their gift will be used.

Here’s what to include:

• A mobile-friendly donation form: More than half of donors give through mobile devices, so your form must look and work perfectly on a phone.
• Short, emotional copy and visuals. Use photos or quick videos of students and keep the text crisp.
• Small suggested amounts. Giving Tuesday thrives on volume. Include $10, $25, $50, and $100 options.
• A live progress bar. Real-time updates build excitement and urgency.
• A testimonial or video story. Let a student or parent explain, in their own words, why this campaign matters. Authenticity beats polish every time.

Take inspiration from Grace School’s approach. They embedded a short student video on their landing page and linked it in social posts to drive emotional connection.

6. Promote Strategically on Social Media

Social media can turn your Giving Tuesday campaign from good to unforgettable, but it takes planning your content calendar and rhythm. Create a simple calendar that builds anticipation, peaks on Giving Tuesday, and ends with gratitude.

Here’s an example of what that might look like:

• Two weeks before: Start teasing your campaign: share behind-the-scenes prep, introduce ambassadors, post countdowns.
  
• One week before: Increase frequency with student stories and preview posts.
  
• Three days before: Go into campaign mode with multiple daily updates.
  
• On Giving Tuesday: Post morning, noon, and evening. Share live updates like “We’re 65% there! Help us hit 75% by 3 p.m.!” and student thank-you videos.
  
• The day after: Celebrate impact, show gratitude! Share totals, photos, and heartfelt thanks.

‍

And some platform-specific tips:

• Facebook: Great for longer updates and older alumni. Consider Facebook’s donation tools.
• Instagram: Focus on visuals and short Reels featuring student voices.
• LinkedIn: Target professional alumni with posts on career readiness and community impact.
  

Take a page from Save the Elephants. Their Giving Tuesday video of elephants roaming freely, coupled with a triple-match promise, stopped people mid-scroll. For schools, that could be students in action, classrooms buzzing, or alumni sharing quick stories. Even a small paid ad budget ($100–$200) can expand reach to specific alumni groups or parent audiences.

7. Activate Your Ambassadors

Here’s the not-so-secret secret behind the most successful Giving Tuesday campaigns: they’re powered by people. Specifically, it's peer-to-peer fundraising: alumni ambassadors, parent volunteers, student leaders, and faculty champions who create their own mini-campaigns and ask their personal networks to give. When a message comes from someone you know, it hits differently.

Research backs this up: 56% of donors say they’re more likely to give when asked by someone in their circle.

How to make it happen:

• Recruit early. Reach out in September or October to your most active community members.
• ‍Set clear expectations. Tell them exactly what you're asking for: "Share three social media posts between November 20-28" or "Send an email to 10 friends asking them to give."‍
• Keep them updated. Send regular progress reports. Celebrate when individual ambassadors hit milestones. Create some friendly competition with a leaderboard.‍
• Thank them publicly. Feature your top fundraisers on social media and in follow-up communications. Recognition matters.

The best part is that ambassador-driven campaigns often bring in new donors who never would have heard about your school otherwise.

The official GivingTuesday Peer-to-Peer Fundraising Toolkit highlights that donors are far more likely to give when a request comes from someone they know and trust, rather than from the institution itself. The toolkit also offers simple ways for ambassadors, such as alumni or parent volunteers, to create personalized fundraising pages, share campaign links across their networks, and rally support for your school’s cause.

8. Use Email to Build Momentum

Email remains one of the most elegant and effective tools for Giving Tuesday: simple, direct, and measurable. But success comes from a sequence, not a single blast.

Try the Four-Email Timeline:

1. Announcement Email (Two weeks before) -
   Subject: “Mark Your Calendar: Giving Tuesday is December 2”
   Introduce your campaign and purpose without asking for donations yet. The goal here is to build anticipation.
   
   
2. Reminder Email (Three days before) -
   Subject: “3 Days Until Giving Tuesday! Here’s How Your Gift Makes an Impact”
   Share a story, break down donation impact, and remind them to save the date.
   
   
3. Day-Of Appeal (Giving Tuesday morning) -
   Subject: “It’s Giving Tuesday. Will You Support Our Students Today?”
   This is your big ask. Keep it urgent and clear, include progress updates, and link to your donation page multiple times with prominent CTAs.
   
   
4. Thank You Email (The next day)
   Subject: “You Did It! We Reached [X]% of Our Goal!”
   Celebrate the success and show impact through photos or short videos. Gratitude drives retention.
   

Bonus Tip: Segment Your Messages:

Don't send the exact same email to everyone. You can boost your email open rates average by personalizing your approach.

Create different versions for:

• Alumni: Focus on nostalgia and paying it forward to the next generation
• Parents: Emphasize direct impact on current students and school improvements
• Faculty/Staff: Highlight internal pride and collective impact

Minor tweaks to subject lines and opening paragraphs can make a huge difference in engagement.

8. Make Giving Simple and Seamless

Even the most inspiring campaign can lose momentum if donating is a hassle. Think about it from a donor’s point of view: they’re scrolling on their phone during a quick break, they see your post, feel moved to give, click the link… and then get stuck on a clunky, confusing donation form that doesn’t work well on mobile. That’s a lost gift (sometimes multiple ones).

Here’s how to keep the process effortless:

• Optimize for mobile. More than half of nonprofit emails are opened on mobile devices, and donation forms are no different. Test your form on phones and tablets to make sure it’s smooth and intuitive.
  
• Simplify form fields. Ask only for essentials: name, email, and payment information. Your form shouldn’t require account creation or extra details unless absolutely necessary.
  
• Offer flexible payment options. Credit cards, Apple Pay, Google Pay, and PayPal give donors convenient choices. In 2024, digital wallet donations more than doubled, proving ease drives results.
  
• Highlight recurring giving. Include a checkbox like “Make this a monthly gift” with a note such as “Your $25/month supports a student all year long.” 

9. Say Thank You and Show Impact

The campaign doesn't end when Giving Tuesday is over. In fact, what you do the next day might be just as important as what you did during the campaign itself. Donor retention is a bit of a challenge right now: that means if you don't immediately thank your Giving Tuesday donors and show them the impact of their gift, there's a chance they won't give again.

The City University of New York (CUNY) used their dedicated thank you page at cunytuesday.org as a central hub to express gratitude and celebrate their record-breaking Giving Tuesday 2024 campaign.

Follow up effectively:

• Send an impact email within 24 hours. Don’t wait. The emotional connection is strongest right after the gift.
  

Example:

"Thanks to 237 donors like you, we reached 120% of our $20,000 goal! That means we can fully fund our student emergency grant program and help 15 students overcome unexpected financial challenges this semester."

• Share results on social media. Post photos, videos, donor shoutouts, and final totals. Let supporters feel part of something bigger.
  
• Update your landing page. Swap the donation form for a bold thank-you message and highlight the results. Include visuals of students celebrating or short videos showing how gifts are making a difference.
  
• Send personalized thank-you notes. Acknowledge ambassadors and top donors by name. Even digital notes work: “Your personal fundraising page brought in $2,500 thank you for your incredible support!”
• Feature impact stories in newsletters. Keep the momentum going by sharing how gifts are being used through December and January.
  

With these steps you can cultivate long-lasting relationships with your supporters.

10. Repurpose Content Throughout the Year 

Your Giving Tuesday campaign is a treasure trove of content you can use year-round.

• Student testimonials can become centerpiece stories in your annual appeal.
• Ambassador videos can feature on your website or alumni magazine.
• Scholarship recipient stories can drive your next email campaign.
  

Use Giving Tuesday as a springboard for recurring donations. A follow-up email in January might say: “Your Giving Tuesday gift made a real difference. Would you consider making it monthly?”

Highlight your most engaged ambassadors in annual reports or invite them to participate in alumni boards. Celebrate your super-fans! They’re critical for future campaigns.

Social proof also matters: “Last year, 500 donors came together on Giving Tuesday to raise $35,000” is a powerful motivator for new donors and ambassadors.

Back in 2021, the School of the Holy Child in Rye, New York, used a smart strategy that still works beautifully today. Their GivingTuesday campaign celebrated the success of the previous year, proudly sharing that in 2020, their community raised $375,000 from 525 donors — and invited supporters to help surpass that goal. The result? They raised $402,855 in 2021, proving how past impact can motivate even greater generosity year after year.

Giving Tuesday doesn't have to be a one-off event. When you treat it as part of your larger annual fundraising strategy, you maximize its impact well beyond a single day.

Final Thoughts

Giving Tuesday is only growing. With projections estimating $4 billion raised in 2025, schools that show up prepared will see significant returns.

But true success is at the confluence of an effective hashtag, a simple but elegant landing page, and driving connection with your donors. It comes from showing donors exactly how their gift makes a difference. It comes from making it easy to give and impossible to ignore.

Start early. Tell compelling stories. Activate your community. Make giving frictionless. Show gratitude.

When you follow this approach, Giving Tuesday can be your most successful campaign yet. Almabase helps schools bring it all together: personalized campaigns, streamlined donation processing, and purpose-built tools that maximize giving. Request a demo today and transform how your school connects with donors.

Every institution has its own story, and alumni are a big part of it. Hence, keeping your alumni together can be a mammoth task. If done correctly, it helps you tap into a vast network that will do wonders for your institution’s community and growth. To see what a strong alumni community can achieve, take a look at some of the largest alumni associations for inspiration. If you've felt this pull but have had no idea how to start, you're in the right place. We’ve come up with a step-by-step guide to building a strong, sustainable alumni association that goes much beyond the conventional routes. 

In this blog, we’ll explore how to form your founding team, plan your first events, and keep momentum going long after launch. These steps provide a basic outline on which you can start working and can be followed despite diverse factors like the size of the Alumni/Alumni Team/Institution. By the end, you’ll have a clear picture of turning your alumni network into a thriving, lifelong community.

What Is an Alumni Association?

A former students’ association, or alumni association, is simply a group that keeps graduates connected to one another and to their alma mater. While the exact structure varies depending on the size, interests, and resources of the institution, most associations organize alumni talks, social gatherings, and charity events; run fundraising campaigns; publish newsletters; and maintain updated alumni databases.

At its core, an alumni association helps in building lifelong relationships, mentoring current students, organizing events, raising funds, and creating professional networks. It’s the hub where alumni continue to share experiences, celebrate milestones, donate and contribute to the growth of their institution. According to the 2024 RNL Alumni national survey alumni who feel connected to their alma mater are 23 times more likely to give. That connection often translates into funding scholarships, launching new programs, and transforming campuses. Which is why investing in nurturing strong alumni associations is essential for ensuring the long-term growth and stability of the institution itself. 

💡Looking for ways to keep your alumni active and connected? Explore our Alumni Engagement Ideas blog for practical strategies you can start implementing today.

How to Start an Alumni Association (Step-by-Step)

Building an alumni association is about a long-term network that supports both alumni and the institution fruitfully. Here’s how to set it up thoughtfully, step by step.

Step 1: Identify Your Founding Members

Every successful alumni association starts with a handful of people who genuinely care. Begin by identifying alumni who’ve stayed active in your school’s community. Class representatives, event organizers, or those who often show up to reunions. Bring in a teacher or staff member who can bridge communication with the institution.

During your first few meetings, talk through what it means to be part of this network. Clarify how to become an alumni member, whether that includes every graduate, people who completed a specific program, or even long-term attendees. This definition matters later when you build your directory or collect membership fees.

Create a shared document that outlines each founding member’s role, be it outreach, event planning, data collection, or communication setup. Keeping early accountability simple and visible builds trust from the start.

Step 2: Define Your Mission and Goals

Before planning events or fundraisers, decide what your alumni association truly stands for. Gather a few founding members and talk through your “why.” Do you want to build a stronger alumni network, mentor students, or support campus projects? Choose two or three priorities to start with and revisit them every year as your community grows.

Once you’re clear, put it into a short mission statement that feels real, not corporate. Something like: “To help every graduate stay connected, supported, and proud of where they came from.”

Start small, and let your goals evolve each year as engagement deepens. Make it a routine to send a quick alumni survey to see what people actually value (career support, reunions, or volunteering). Setting goals based on real input keeps your association’s energy focused and sustainable.

Step 3: Draft the Structure and Bylaws

A clear structure keeps your alumni association running smoothly as it grows. Start by deciding how leadership works, who’s on the executive committee, how often roles rotate, and how decisions are approved. Typical roles include a President, Vice President, Treasurer, and Secretary. You can also add subcommittees for events, fundraising, or communication.

Next, put your basic bylaws in writing. Keep it simple but clear. Include things like how members are admitted, how meetings are held, voting procedures, and how funds are managed. Bylaws make your group credible and protect it from misunderstandings later, so it is important to have them defined clearly.

If you plan to collect membership fees or donations, define transparent financial practices early on; who manages the money, how records are kept, and when reports are shared with members.

You can also introduce membership tiers like annual, lifetime, or honorary members with specific benefits such as early event access or recognition on your alumni website. A short, one-page charter or handbook can summarize all this (you can share this with new members or partners as your association grows).

Step 4: Build a Communication Plan

Your alumni won’t engage if they don’t know what’s happening. Start by outlining how and when you’ll communicate, what channels you’ll use, how often you’ll share updates, and who manages each platform. Choose two or three reliable options to begin with, such as an email newsletter for official updates, LinkedIn for professional networking, and WhatsApp, Instagram or Slack for informal conversations.

Next, decide what kind of communication builds trust and interest. Mix institutional updates with alumni-focused stories, success highlights, and opportunities to give back. Make space for interaction, surveys, polls, or alumni Q&As so that communication doesn’t feel one-sided.

Step 5: Launch Events and Programs to Engage Alumni

Once your network feels connected online, bring it to life offline. Start small, a local coffee meetup, a virtual game night, or a “Back to Campus” open day. Follow it up with programs that add value for both alumni and students: mentoring circles, speaker panels, or internship drives.

To spark participation, launch a simple challenge like “100 Days of Giving” or “10 Hours to Mentor” that ties directly to your mission. Encourage batch-wise teams or friendly competition to keep things fun.

After each event, gather photos, testimonials, and short videos. Share them in your newsletter, social media and tag participants online. This not only builds momentum for the next event but also answers the long-term question of how to engage alumni consistently through stories, recognition, and shared purpose.

If you’re looking to simplify how you plan, promote, and measure your alumni events, explore how Almabase’s Alumni Relations platform helps institutions run all this from one place.

Step 6: Review, Reflect, and Refresh

Every six months, take stock. Are your events getting traction? Are new members joining? Is communication steady or fading? Use simple metrics such as email open rates, social engagement, and event turnout to gauge what’s working.

Invite feedback through short polls or virtual “town hall” chats. Alumni are more likely to stay involved when they see their input shaping the next phase. Keep evolving your association to stay relevant to changing alumni interests, industries, and life stages.

Why Your Institution Needs an Alumni Association

An alumni association turns graduation into the beginning of a lifelong connection. Beyond nostalgia, it fuels mentorship, fundraising, and community pride. Here’s what makes it essential for your institution- 

• Builds a lifelong community
  A strong alumni association keeps relationships alive long after graduation. It gives your graduates a place to connect, collaborate, and celebrate milestones together. For institutions, it’s the easiest way to keep your story growing  through people who carry your name proudly wherever they go.
  
  
• Turns pride into philanthropy
  When alumni feel connected, they give back. According to the CASE Voluntary Support of Education report, alumni donations made up 20.7% of all higher-ed giving in 2023, totaling $12 billion. Even small, consistent gifts from loyal alumni can fund scholarships, support infrastructure, or seed new programs, creating a dependable source of funding year after year.
  
  
• Bridges the gap between alumni and students
  Alumni associations make mentorship more than a buzzword. They create structured ways for graduates to guide students through career choices, internships, and skill development. A simple “Ask an Alum” session or LinkedIn mentoring program can spark connections that shape careers  and help students see real-world impact in their learning.
  
  
• Amplifies advocacy and reputation
  Your alumni are your most credible ambassadors. They bring visibility to your institution through their achievements, media features, and community work. Whether they’re speaking at conferences or representing your school abroad, alumni advocacy strengthens your brand more than any marketing campaign can.
  
  
• Supports institutional growth and stability
  Alumni networks often step up when schools pursue new goals (from launching research centers to funding student aid). Over time, a well-run association becomes a strategic partner, offering time, expertise, and resources far beyond financial contributions.

How to Sustain Engagement After Launch

Launching your alumni association is just the start; sustaining engagement is where the real work begins. Here’s how to keep the momentum going long after your first event- 

• Automate your communication
  Stay consistent without adding to your team’s workload. Automate welcome emails for new members, monthly newsletters, or event reminders. Platforms like Almabase make it easy to set up automated email journeys, so alumni continue to hear from you at the right time, not just during big campaigns.
  
  
• Keep your alumni data organized and searchable
  A clean, updated directory is the backbone of alumni engagement. Use an online database that lets members search for classmates, filter by location or industry, and reconnect instantly. With Almabase’s alumni directory and community modules, alumni can update their own profiles and discover peers with shared interests keeping the network naturally active.
  
  
• Segment by interests, not just graduation year
  Alumni engagement grows when communication feels personal. Segment your outreach based on career field, hobbies, or giving history rather than sending the same message to everyone. For example, engineers might get invited to technical panels while educators receive mentorship updates.
• Host purposeful, ongoing events
  Don’t stop at reunions. Plan smaller, theme-based events throughout the year like alumni-student mixers, local meetups, or webinar panels. Using Almabase’s Events module, you can track RSVPs, manage registrations, and send automated follow-ups that keep alumni coming back.
  
  
• Connect engagement to giving
  Every event, newsletter, or story can lead to impact. Tie engagement activities to meaningful outcomes such as funding a scholarship, mentoring students, or supporting a campus initiative. With Almabase’s Giving module, you can run campaigns that feel personal and transparent, making it easy for alumni to give back when they’re most inspired.

Common Mistakes to Avoid When Building an Alumni Association

Even the most well-intentioned alumni groups can lose traction if they overlook a few basics. The good news? Most of these missteps are easy to fix with a little structure and the right tools. Here are some common pitfalls to watch out for (and how to stay ahead of them)- 

• Neglecting data management
  Outdated or incomplete data makes engagement nearly impossible. Keep your alumni list updated, verified, and centralized in one place. A CRM or an alumni management platform like Almabase automatically syncs updates, saving hours of manual cleanup.
  
• No follow-up after events
  Engagement doesn’t end when the event does. Always send a thank-you email, share event photos, or invite attendees to the next gathering. Almabase’s automated post-event workflows help turn one-time attendees into regular participants.
  
• Relying on manual tracking
  Spreadsheets might work in the beginning, but they quickly become unmanageable as your community grows. Manual tracking also means missed opportunities like forgetting to follow up with a potential donor or volunteer. Tools like Almabase centralize event data, donor activity, and communication history so nothing slips through the cracks.‍
• Overlooking consistent communication
  Going silent for months after launch is one of the fastest ways to lose momentum. Create a content calendar with regular touchpoints, newsletters, birthday wishes, or campus updates. Automating this ensures a steady, genuine connection throughout the year.‍
• Ignoring feedback and analytics
  Finally, track what works. Measure open rates, social engagement, and event responses to see what resonates with your audience.Over time, this data helps you refine your strategy and create communication that feels personal and relevant. Platforms like Almabase offer dashboards that show what’s working (and what’s not), helping you adjust your strategy early. 

Wrapping Up: Building a Community That Lasts

It’s easy to think of an alumni association as just another organizational task but really, it’s  weaving a living, breathing community that lasts. If you’re part of an institution looking to strengthen alumni ties, remember that it doesn’t happen overnight. It starts with a few dedicated people who care enough to keep the connection alive and grows through steady communication, thoughtful events, and genuine appreciation. 

Focus on creating a few moments that matter, a reunion that sparks old friendships, a mentoring session that changes a student’s path, or a simple thank-you note that reminds alumni they’re valued. That’s when alumni transition from “former students” to lifelong supporters, people who cheer you on, show up, and make a real impact.

If you’d like to make alumni engagement easier to manage and more personal, see how Almabase helps institutions stay connected with their graduates in meaningful ways.

Fundraising for educational institutions has always been a challenging landscape to navigate, but recent shifts have made it even harder to maintain momentum. The donor pipeline is shrinking, and major donors, many of whom are aging, are not being replaced. At the same time, younger generations of alumni remain disengaged, with many opting out of giving or not participating in the same ways as their predecessors.

As communication channels become increasingly crowded and competitive, educational institutions face the ongoing challenge of standing out in a noisy environment. However, one area of fundraising that remains underutilized, yet can play a significant role in differentiating appeals, is matching gifts.

By leveraging alumni matching gifts, educational institutions can significantly amplify the impact of each donor’s contribution, helping to close the gap between dwindling donor pools and the need for sustainable funding. In this guide, we’ll walk you through everything you need to know to make the most of these programs’ potential. We’ll cover:

• Effective ways to boost alumni donations
• Understanding the matching gift opportunity
• Strategies to raise more with matching gifts

Interested in accessing the full insights this blog was inspired by? Register here to receive the on-demand recording of the presentation.

Let’s begin!

Effective ways to boost alumni donations

With the right strategies, school fundraisers can create an environment where alumni feel engaged, valued, and empowered to give. Let’s first lay the groundwork for successful alumni engagement here.

Building the foundation

The first step to raising more donations from alumni is building the foundation of a strong, connected network. It’s not enough to simply ask for donations once or twice a year; your alumni need to feel personally invested in your cause. In fact, alumni who are more engaged with their alma mater are 23 times more likely to give.

Creating meaningful connections is key, and there are many ways to do so. Community-building initiatives, mentorship programs, and volunteering opportunities not only foster these bonds but also open the door to new funding opportunities.

Optimizing every touchpoint

Once you've built a strong foundation, it's time to fine-tune your approach. Each interaction with your alumni, whether via email, social media, or through your website, should be optimized for maximum impact.

Data-Driven Targeting

The key to success in fundraising is understanding your audience. Use A/B testing to optimize subject lines, email content, and calls to action. By tracking alumni behavior on your website, you can identify warm leads and tailor your outreach for maximum effectiveness.

Mobile-First Experience

With over 50% of web traffic coming from mobile devices, optimizing your donation forms for mobile users is crucial. A mobile-friendly donation form, with pre-filled fields and a progress indicator, can increase conversion rates by up to 200%.

Strategic Campaigns

A well-rounded fundraising strategy should include more than just a generic appeal. Consider running micro-impact funds, gamifying donations, or launching re-engagement campaigns. Matching gifts are a key component of these strategies, as they create an immediate incentive for donors to give more.

Storytelling That Works

People give to causes they care about, and one of the most effective ways to connect with your alumni is through storytelling. Use the "Challenge → Impact → Hope" narrative arc to highlight the tangible outcomes of donations. For example, "15 students graduated debt-free because of your support" can show alumni exactly where their money is going.

Understanding the matching gift opportunity

One of the most underutilized tools in educational fundraising is matching gift programs. These corporate giving initiatives offer employees the opportunity to double their donations, multiplying the impact of their contributions.

What are corporate matching gifts?

Corporate matching gifts are employer-sponsored programs in which companies match the charitable contributions made by their employees. For example, if an alumnus donates $100 to your school, their employer may match that donation with another $100, effectively doubling the gift and allowing your institution to do more with the funds.

Matching gift program parameters

The specifics of matching gift programs can vary by company, but there are some common parameters to be aware of as you navigate these initiatives. These include:

• Institution Eligibility: Not all organizations are eligible to receive matching gifts, so it’s important to verify whether your nonprofit or school qualifies.
• Match Ratio: Most companies offer a 1:1 match, but some may offer 2:1 or even 3:1 ratios.
• Employee Eligibility: Typically, full-time employees are eligible, but some companies may also extend this benefit to part-time workers, retirees, or even spouses.
• Gift Amount: Many companies implement both a minimum and maximum amount for matching gifts, such as $25 to $5,000.
• Program Deadlines: Some programs have specific windows for matching gifts (such as six months or the end of the calendar year in which the initial gift was made), so it’s important to keep track of deadlines.

The more you know about a matching gift program, the better you can target donors who work for the company.

Companies that match donations to educational institutions

Many prominent companies offer matching gifts specifically to or including educational institutions, providing a valuable opportunity for your alumni to maximize their donations. 

Here’s a list of notable companies that match donations to higher education institutions like yours:

• Sherwin Williams
• General Electric
• Allstate Insurance
• Soros Fund Management
• Bank of America
• Deloitte
• Home Depot
• Microsoft
• IBM
• PepsiCo
• Johnson & Johnson
• Chevron
• Google

These companies represent just a few of the thousands that match employee donations to schools and other educational institutions. By encouraging alumni to check if their employer participates in a matching gift program, you can tap into additional resources to drive fundraising success.

Top tip: It's important to maintain an up-to-date list of companies offering matching gifts and provide an easy way for alumni to identify these opportunities. Consider integrating matching gift company databases directly into your donation forms and communications, so donors can quickly see if their employer is eligible for a match.

How can matching gifts boost alumni donations?

Matching gifts are a powerful way to amplify alumni donations without asking for more money from your donors. Here’s how they can significantly boost your fundraising efforts:

1. Increased Engagement: When alumni know their donations will be matched, they’re more likely to give. In fact, 84% of donors are increasingly inclined to donate if a match is offered, and 71% more donors respond to fundraising appeals mentioning matching.
2. Larger Contributions: Alumni and other donors often contribute more when matching gifts are available. One in three donors gives a larger donation if a match is offered, with the average donation amount increasing by 51%.
3. Doubling or Tripling Donations: Matching gift programs can effectively double or triple the impact of each donation, empowering institutions to raise more with the same donor pool.
4. Leverage Corporate Support: Matching gifts align with companies’ CSR efforts, and tapping into these programs helps build stronger corporate partnerships.

By promoting matching gifts within your overall fundraising strategy, you can significantly increase both the amount and engagement of alumni donations.

Organizations are still missing out. Where’s the disconnect?

Despite the clear benefits of matching gifts, many organizations are still missing out on this opportunity. A major reason for this is a lack of education and promotion. Only 7% of donors are aware that matching gift programs exist, and even fewer know how to apply for them.

Strategies to raise more with matching gifts

To fully leverage matching gifts and maximize their potential, fundraisers need to implement strategic tactics. These efforts will help ensure that alumni are aware of matching opportunities, motivated to participate, and supported throughout the process.

Educate donors on matching gifts.

The first step in boosting matching gift participation is educating your donors about the programs. Many alumni may not be aware that their employers offer matching gifts, or they might not know how to access this benefit. To bridge this gap, make sure to clearly communicate the value of matching gifts in all your fundraising materials.

Include matching gift information in your alumni communications, such as email newsletters, donation receipts, and event invitations. Remind alumni that their donations can go further without additional spending, which can incentivize them to engage.

Promote matching gifts on your website.

Your school’s website is one of the most important tools for promoting matching gifts. We recommend creating a dedicated landing page that explains how matching gifts work, provides a list of participating companies, and includes easy-to-follow instructions for how donors can claim a match.

Include matching gifts in the donation flow.

To ensure maximum participation, integrate matching gift opportunities directly into your donation page. When donors contribute online, include a prominent option for them to check if their employer offers matching gifts.

This ensures that matching gifts are top-of-mind as donors finalize their contributions.

Send matching gift emails at strategic times.

Send reminder emails shortly after donations are made to encourage alumni to take advantage of matching gift opportunities. These emails should include clear instructions and links to facilitate the process.

Follow-up emails should be sent periodically, especially if a donor has expressed interest in matching gifts but hasn't yet completed the submission.

Thank your matching gift donors.

Donor appreciation is a key factor in retaining donors and encouraging future contributions. Make sure to thank your donors promptly, and include a special thank-you for their matching gift contributions.

Not only should you thank them for their original gift, but also for the additional impact their employer’s match has made. Personalized acknowledgment of the matching gift will reinforce the donor’s positive experience and show them that their generosity, both as an individual and through their employer, has a significant effect.

Set up your team for matching gift success.

To ensure that your matching gift efforts are successful, your team needs to be well-prepared. Provide your staff with the necessary training and resources to effectively communicate with donors about matching gifts. Make sure everyone on the team understands the details of how matching gifts work and can guide donors through the process.

Further, implementing a matching gift tracking system can help streamline the process, ensuring that no matching gifts are overlooked. Consider using software like Double the Donation, which automates the process of identifying and tracking matching gifts, making it easier for your team to manage.

Matching gifts present a golden opportunity for fundraising organizations to significantly boost their alumni donations. This not only increases the amount raised but also strengthens relationships with alumni and corporate partners, fostering a deeper sense of engagement and commitment to the cause.

However, simply having a matching gift program in place isn't enough. To maximize the impact, you must take proactive steps to educate alumni, promote matching gifts at every touchpoint, and ensure the process is as seamless as possible. By integrating matching gift options into the donation flow, sending timely reminders, and expressing sincere gratitude for matching gifts, nonprofits and educational institutions alike can cultivate a more engaged and loyal donor base.

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Donor-Advised Funds (DAFs) are one of the fastest-growing giving channels for nonprofits and universities. Until now, accepting them on Almabase meant redirecting donors off the form, or worse, losing the gift altogether.

Today, that changes. 🎉

We’re excited to announce the launch of DAFpay on Almabase, powered by Chariot. Institutions can now offer DAF as a native payment option, right alongside Cards, ACH, PayPal, and Venmo. Donors complete their gift without ever leaving the form, while DAFpay automatically tracks fulfillment in the background. The result: higher conversion, cleaner data, and less admin work.

But the real impact comes from the fact that DAFpay expands giving potential. In Chariot’s 2025 DAF Fundraising Report, donors who began using a DAF to give to the same organization increased their annual support by a median of 100%, showing that DAFs meaningfully grow overall generosity.

That means every time you enable DAFpay, you’re not just making it easier to give, you’re unlocking access to significantly larger contributions that might have otherwise gone untapped.

Why we built DAFpay into Almabase

Here’s the reality: many donors already have money available in their Donor-Advised Fund, earmarked for giving. If they can’t use those funds easily on your page, chances are the gift never happens, because why would they dip into other accounts when they’ve already set aside tax-free dollars to give?

That’s the gap we wanted to close. We asked ourselves: what if giving through a DAF felt as natural as paying with a card or PayPal?

That’s exactly what DAFpay does. Powered by *Chariot, it shows up as a payment option right inside your Almabase giving forms. Donors use the funds they’ve already set aside, without ever leaving your page, and Almabase tracks the gift automatically in the background.

At the end of the day, we built DAFpay into Almabase because we don’t want institutions to lose donors, and we don’t want donors to feel excluded just because they prefer giving through their DAF.

What this means for your institution

For institutions, DAFpay is more than just another payment method; it’s a way to align with your constituents’ giving preferences and expand your total giving pool.

By offering multiple payment options, Cards, ACH, PayPal, Venmo, and now DAFs, Almabase enables institutions to meet donors where they are, leading to higher conversion rates and larger average gift amounts.

When donors can give through their preferred method, everyone wins: you increase participation, streamline fulfillment, and make generosity frictionless.

What this means for your donors

Think about it this way: sometimes a donor wants to give, but the process gets in the way. Maybe they’ve already set aside money in a Donor-Advised Fund, but actually moving that gift feels clunky or confusing. With DAFpay, that hesitation disappears.

Now, when someone resonates with your cause, they can act on it right away without detours, redirects, or second-guessing.

Here’s what they experience:

• No detours → They stay right on your page, from start to finish.
• Familiar checkout → DAF shows up right next to Cards, ACH, Venmo, and PayPal.
• Peace of mind → They see exactly when their gift is initiated and when it’s received.

The bottom line: it’s giving without friction.

How it all comes together

Enabling DAFpay is simple. Institutions complete a quick onboarding with Chariot, and once connected, “DAF” appears as a native payment method right inside your Almabase giving forms.

From there, donors can choose DAF the same way they’d pick Card or PayPal. Gifts are tracked automatically in Almabase, with statuses updating in real time, so admins always know whether a grant is initiated, received, or cancelled, without touching a spreadsheet.

Recurring monthly gifts are also supported. The first gift shows up in Almabase, while future cycles are seamlessly handled through the donor’s DAF portal.

Ready to get started?

Philanthropy works best when generosity meets simplicity. Donors shouldn’t have to jump through hoops to support the causes they already believe in, and institutions shouldn’t lose gifts because of outdated workflows.

That’s why DAFpay matters. It bridges the gap between intent and action, helping donors use the funds they’ve already set aside, while giving your team a cleaner, smarter way to track every gift.

With DAFpay on Almabase, giving through Donor-Advised Funds no longer feels like the exception, it becomes just another effortless choice.

👉 Get started with DAFpay today and make giving feel as simple as it should.

Disclaimer - Chariot is a financial technology company, not a bank. Chariot Deposit Accounts are a Demand Deposit Account through our banking services partner, Column, N.A., Member FDIC. Deposits in Chariot Deposit Accounts are eligible for FDIC insurance up to $250,000 per depositor, for each insurable capacity in which the account is held.