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Latest stories, guides, and benchmarks from the world of alumni relations, fundraising, donor engagement, advancement services, events, and higher-education philanthropy

Blackbaud recently announced that support for Raiser’s Edge NXT’s database view and related functionality will end on September 15, 2027, affecting several Blackbaud products. These include Blackbaud Online Express and Blackbaud NetCommunity (BBNC). For advancement teams that have spent years building forms, pages, workflows, and other processes around the platform, this means choosing and migrating to a new platform. The prospect can feel like a lot to take on, especially if it wasn't something you'd anticipated.

If you're looking for an alternative, Almabase can help you replace the functionality you currently rely on across these products. We've already covered why teams might be thinking of a move off BBNC and how the main alternatives compare. In this article, we’ll be focusing on what happens once you've made that decision: what the migration process looks like, what your team can expect along the way, and how Almabase approaches the move.

In case you’re evaluating how Almabase stacks up against BBNC, check out our comparison blog here.

There’s also another question that comes up around a platform migration: How much is this going to cost?
This question extends beyond the immediate, visible technical costs. In fact, the technical side of the move might just be the simplest to figure out. It’s the broader, more abstract elements like shifting scopes, changing requirements, or even figuring out the right set of requirements in the first place that could end up costing the most amount of money and time, if not approached thoughtfully.

That's why we want to walk you through the Assisted Fast Pass Migration process upfront: what happens at each stage, what your team is responsible for, what our migration team handles, and where costs may come into the picture. We hope to give you a clear idea of what the move to Almabase will look like before you get started, so there are fewer surprises along the way.

Why transparency matters during a migration

A migration project always begins with an agreed-upon plan. But it’s also very likely that, a few weeks in, you discover a form that needs some additional customization or a request that seemed straightforward seems to fall outside the original scope, on second thought. These are perfectly reasonable hiccups during the migration, but if work is already underway, it could seem harder to understand what you're paying for, and even harder to plan around the rest of the project.

Clear expectations are at the heart of our migration approach, starting with total transparency around what extra requirements cost. With Almabase’s Assisted Fast Pass Migration, each stage gives you a chance to understand what's being proposed, what falls within the standard migration, and where something would require additional work.

Basically, you shouldn't find out about an extra requirement after the work has already been done. Your approval and sign-off comes first. The five steps in the migration process are built around this intention. Let’s get into them.

1. Kickoff: Getting the project off on the right foot

The migration process starts with a kickoff between your team, a dedicated CSM, and an implementation specialist. This is where we get the groundwork in place. This is usually access to your current site, your branding assets, and the dates your team needs to work around.

Another important step here is understanding your calendar and priorities. Your Giving Day, reunion, fiscal year-end, or another major event may determine what needs to happen first and we would be building the migration calendar around it. So, the migration sequence might look a little different for each institution, as each gets to choose which product goes first.

The kickoff is also a chance to flag anything unusual about your current NetCommunity setup.

After years on a platform, it's normal for your setup to have accumulated a few workarounds, custom configurations, or integrations that made sense when they were created. We don't need to solve all of those questions in the first meeting, but we do need to know about them.

That way, we can account for them during the next stage: the inventory. 🤗

Your team mainly needs to provide:

Key dates and deadlines
Relevant branding assets
Access to your existing NetCommunity site
Any known custom configurations, integrations, or unusual workflows

From there, you can let us take on the heavy lifting.

Your dedicated CSM and implementation specialist work with you throughout the migration, while your team focuses on the decisions and approvals. A migration shouldn't require your advancement team to take on managing a project full time on top of everything else they’re already handling.

Your data doesn't have to wait for the build

Your data migration is handled alongside the rest of the process. Almabase's bi-directional TrueSync integration connects with Raiser's Edge NXT and supports two-way syncing for configured entities and fields, including constituent, event, and gift data.

Admins can also decide which fields update automatically and which should be reviewed before they're pushed or pulled between systems.

That means your team doesn't have to wait until every page and workflow decision has been finalized before thinking about what happens to your data. The data side of the transition can move forward alongside the rest of the migration, with real time decisions being made.

2. Discovery and inventory: weeks one and two

Once kickoff is complete, your implementation specialist carefully starts building a complete inventory of what's currently running on NetCommunity: pages, forms, events, programs, memberships, and other key components of your site.

This process is useful in its own right, especially when taken on by someone external. After years on a platform, it's easy for a site to accumulate things that no one thinks about anymore, simply because they’re too involved in the process. The inventory gives you one place to see what's actually there, anything you might’ve forgotten about, and to make decisions about what needs to move vs what can be left behind.

Probably the most effective part of this is that it's a shared inventory that you can review alongside your specialist. If something looks outdated, doesn't need to move, or needs a closer look, you can flag it before it moves to the new product.

The inventory can surface things like:

Duplicate or unused event pages
Old forms or pages that are still live
Site elements that don't need to be carried into Almabase
Custom fields and configurations that don’t make sense on the new platform

This idea is to document your NetCommunity site so well that both teams end up on the same picture of what exists and what needs to happen next. The Almabase team handles the actual inventory work, and all you need to do is review the inventory and flag anything that should be changed, removed, or investigated.

3. Sign-off: deciding what moves forward

At this stage, the migration project starts taking on a more defined shape as you decide what you need to bring into Almabase. You and your implementation specialist review the inventory, decide what carries forward, and establish what the finished version should look like.

For each item being migrated, the team, along with you, defines the acceptance criteria before the building begins. If your existing alumni directory has eight fields and three filters, for example, those requirements can be documented as part of the scope. By the end of this discussion, everyone has arrived at the same definition of what needs to be delivered.

This is also where you’ll be able to clearly separate standard migration work from anything that requires additional effort.

If something falls outside the standard scope, you'll know before the work begins:

What the additional work involves
What's included and what's excluded
The estimated effort
The associated cost

You won’t have to decipher this from the invoice later on, because the work only moves forward once you’ve signed off on the scope.

This is exactly why your input here matters most. The Almabase team handles the building, but it’s you and your team deciding what is important enough to carry forward and what “done” needs to look like, within the standard process or with additional effort layered on.

4. Build and launch: 30 days for each product

Our team takes up building only once you’ve greenlit the scope. Each product gets its own dedicated 30-day track, with the order of products taken up built around your events and fiscal calendar.

This is to accommodate your calendar: giving days, reunions, Homecoming, we’ll build that product first so you’re ready in time for go-live day. If your immediate priority is your broader alumni site, we might begin with building that instead. The point is, even at this pace, you’re not forced to adopt a one-size-fits-all solution. Your implementation team works with you to determine what needs to come first.

The build itself happens on your Almabase pages, so you can review as it gets built while also familiarizing yourself with the new platform.

The timeline typically looks like this:

30-day build track: Each product moves through its own focused build.
Weekly working session: Your team meets with the implementation team to review progress, provide input, and make decisions.
Training as you go: Your team gets hands-on experience with the platform during the build, rather than waiting until everything is finished to start learning it.
First launch: The fastest migrations can have their first product live around 45 days from kickoff, depending on the scope and sequencing of your project.

Having the scope agreed upon shows up in smoothness at this point: you can expect fewer decisions to make from scratch during this stage. Your team knows what's being built, your implementation specialist knows what they're working toward, and everything can move as planned, on track.

5. Cutover: moving from NetCommunity to Almabase

As you get closer to launch, the focus shifts from building to making the transition itself as smooth as possible.

The most important part of that is making sure people can still find the things they've been using. Your team receives a redirect map that pairs each carried-forward NetCommunity URL with its new Almabase destination. You'll also want to review where those old links appear outside NetCommunity: your main institutional website, email templates, QR codes, printed materials, and any other places where an old URL may still be in circulation.

The redirect map gives you a clear list of what needs to change and no one has to discover old links one by one after launch.

Before each product goes live, your team gets to review it thoroughly and explicitly approve the launch.

The aim, with these five steps, is to get your Almabase programs ready before your NetCommunity access ends, so the transition remains smooth and doesn't become a last-minute scramble.

What happens when something doesn't fit the standard scope?

Not everything that comes up during a migration falls neatly into the original plan. But there's also an important conversation to be had: what counts as additional scope and what is a limitation in the platform itself?

If something requires work beyond the standard migration scope, that's identified and quoted before the work begins. You can then decide whether you want to take it on.

But if there’s a requirement you have that Almabase cannot support yet, we’ll be fully transparent with you. Essentially, you haven’t asked for too much, we’re just not there yet. Depending on what you need, the team can look at a workaround or determine how the functionality could be addressed after launch.

This conversation is also one of the reasons the earlier stages matter. The shared inventory, defined acceptance criteria, and upfront scoping give everyone a common reference point throughout the project.

That's really the principle behind the entire migration process. You're not expected to know every detail of what needs to happen before the project starts. The process itself is designed to show you those details early, give your team a chance to make the calls that matter, and keep the build moving while minimizing unexpected, last-minute surprises.

Ready to make the move?

A BBNC migration may not have been on your roadmap, but that also doesn't mean it has to become a project that takes over your team's calendar.

With a clear process, an agreed scope, and the right support, you can move the parts of NetCommunity that matter to your team and work for your institution without having to figure everything out as you go. The Almabase team handles the build and migration work, while your team stays in complete control of the decisions, priorities, and final approvals.

And because the scope and any additional costs are addressed before the work happens, you can go into the migration knowing what to expect.

If you're planning your move away from BBNC, let's talk about what it could look like for your institution.

Talk to the Almabase team about your BBNC migration →

Assisted Fast Pass Migration from BBNC to Almabase

Featured

Moving from BBNC to Almabase: The Assisted Fast Pass Migration

Blackbaud is sunsetting support for Raiser’s Edge NXT’s database view and related functionality in September 2027. Learn how Almabase replaces your current functionality and how our Assisted Fast Pass Migration makes for a smooth switch without disrupting your campaigns or operations.

Anwesha Kiran

September 10, 2026

12 minutes

Read

A paddle raise (also called a fund-a-need) is a great and simple fundraising format for nonprofits. It is easy to host, fun, and similar enough to auctions that if you have experience in one, you can easily incorporate the other.

All this is to say that, with proper planning, it is one of the most effective ways to get donations for your nonprofit or a particular project.

In this blog, we’ll look at what makes a typical paddle raise work, its benefits, and the essential steps to start hosting one on your own.

What is a Paddle Raise?

A paddle raise, also often called fund-a-need, is a live, direct appeal during a fundraising event such as a gala where donors pledge a financial contribution to a nonprofit, charity, or a particular cause. This is usually done by raising paddles containing varying numbers or ‘levels’, or through bidding devices and software.

A person with a paddle raise or auction paddle — *Photo by* *Anita Jankovic* on Unsplash

Unlike charity auctions though, there aren’t any items or art involved, and attendees will not be bidding on a piece. An ask is made, and donors willing to contribute that amount raise their paddles. Due to the simpler setup and direct contributions, paddle raises have high ROI and are generally considered to be very effective.

How does a Paddle Raise work?

Usually taking place at the peak of the fundraiser, a paddle raise takes around 10-20 minutes (it happens quite quickly). This is typically how it unfolds:

A designated speaker or emcee gets the event rolling by showing a video or narrating a quick story that introduces and emphasizes the impact of your mission.
The emcee announces the fundraising target for the night, or if there are multiple causes, the goals for each.
Tiers of contributions are planned beforehand ($10k, $7.5k and so on), and the emcee starts with the highest tier and works their way down to the lower tiers. When they ask for contributions, attendees express their willingness by raising numbered paddles.
Volunteers and staff keep track of all the pledges and note it down.
After going through all the tiers, the pledges are processed, and the total amount raised is announced. Attendees are thanked for their contributions and the event draws to a close.

Now that we’ve gone through what a paddle raise is and how it usually plays out, let’s get to how you can run one of your own.

How to Run a Successful Paddle Raise (Step-by-Step)

While paddle raises are simple enough in concept, they do require proper planning and coordination to capture pledges accurately and create good energy overall.

Here’s how you do it:

1. Pick the right cause/project for your targets and set your targets

Paddle raises are a lot more effective if you can tie them to a specific initiative that makes donors feel like they’re making a meaningful impact. It could be an annual raise for cancer, providing education to underprivileged children, etc.

Set a tangible goal and be clear on where the money goes. Sharing this with your donors builds trust. The goal shouldn’t be so high that hitting it feels impossible. All in all, you want to set a realistic but fairly ambitious figure.

2. Decide the contribution levels or tiers

You should aim for 5-10 levels and make sure it’s inclusive of everyone’s giving capabilities. You can discuss with your pre-committed donors (more on that later) to decide amounts for the higher giving tiers (or conversely for lower giving tiers depending on the situation).

This is where having a regularly updated donor database helps greatly, as you can base your levels off of giving history and data.
A basic example would be to have $15k as the highest tier, followed by $10k, $5k, $2k and so on all the way to $50. Remember that you have to be inclusive, so don’t skimp out on small or micro-level contributions.

3. Pick your emcee or host

The emcee is critical in setting the stage and the energy before the raise begins. An enthusiastic crowd can make a massive difference in contributions. If possible, hire a professional emcee who has been on the mic for other charity events before. You know your donors best; use that knowledge to pick out a host that can connect with them and elevate the room accordingly..

Alternatively, if your organization has deep ties with the attendees, you could consider a leadership figure (directors, chair, etc.) for familiarity. Of course, they need to be a good orator as well.

4. Decide the schedule and script

Since a paddle raise is relatively short, decide when the paddle raise should take place during your fundraising event or gala. You should aim to host the raise during the peak of the fundraiser, when everyone is energetic and receptive to instructions from you or your host.

Come up with a script, including your opening statement, tier announcements, anecdotes, and expressing gratitude at the end. Have alternative scripts ready for different scenarios since you can’t always predict if you’ll hit your target, overshoot it, or come close.

5. Pick the right tools for your event

You can choose to host your paddle raise with either physical paddles or through bidding software, though incorporating the former is heavily recommended.

You’ll need to assign numbers to each attendee and give them a paddle with the corresponding number. When a certain giving tier is called out, they can choose to pledge that amount by raising the paddle while volunteers keep track of it.

If you’re opting for a digital process, look for mobile-friendly bidding platforms. There are some other options as well like scanning QR codes to pledge. However, keep your attendees’ preferences in mind and try to find a balance between their experience and your team’s feature set. This is important, since the bidding and giving data will need to be synced to your CRM.

6. Running the paddle raise itself

When opening your event, it helps to set the energy high. Start with the mission statement and targets you set earlier. Here’s where the emcee does the heavy lifting. Videos and stories with emotional angles work really well at establishing a connection with your donors and creating empathy for your cause. If you have first time donors in the mix, a quick explanation of how the paddle raise works would also be helpful.

Make sure your volunteers are in place to clearly record everything. The emcee announces the levels in succession, starting with the highest one and working their way down.
Seeing major contributions right at the start might encourage the others to go beyond what they had originally planned. Make sure that the emcee acknowledges and celebrates pledges briefly for each tier before moving on to the next one.

How your staff records the pledges is up to you. You can use an app, spreadsheets, or simply pen and paper. Choose whichever would be the most convenient and accurate for your team.

7. Gratitude and stewardship

After going through all the levels, tally the total amount raised and announce it as the event draws to a close. Celebrate the impact everyone has created on the day. Tying the money raised to a tangible outcome (for example, 50 scholarships granted for struggling children, or feeding 100 people) creates even more positivity and really drives home a sense of accomplishment and giving.

After your fundraising event, follow up with your attendees to collect the pledged amounts, preferably within a day. Include key details like their paddle number, amount they pledged, and multiple payment options. Thank all the participants, regardless of whether they donated or not.

A Few Tips to Enhance Your Paddle Raise

Here are a few extra things to ensure you get the most out of your paddle raise(s):

Pre-committing a handful of donors: Reach out to some of your long time supporters, and ask for an early commitment to a particular level, especially the higher ones. Hesitation in the opening rounds of the raise can affect the overall contributions negatively. When attendees see paddles being raised immediately even at higher tiers, it gives them confidence to donate more.
Host it at the right time: If your paddle raise is part of a larger fundraising event (as is most common), avoid doing it right after a meal break when attendees are a bit languid, or at the very end of the event when a lot of them have left already.
Celebrate milestones during the raise: Every time you get significantly closer to hitting the day’s target, celebrate it. For example, if your goal is to raise $30000, then announce and celebrate when the contributions reach $5000, $15000, maybe hit a gong at $25000, and so on. Also, make sure to recognize all contributions, big or small, with equal excitement.

Almabase - A Powerful Tool for Hosting Your Paddle Raise

At its core, a paddle raise is fairly simple. But behind that simplicity is a lot of manual tracking like volunteers noting down pledges, someone tallying totals, and follow-up calls or emails to actually collect what was pledged. This is usually where a platform like Almabase can take some of that load off your team.

Instead of clipboards and spreadsheets, Almabase gives you a real-time dashboard of the event as it unfolds, so pledges don't need to be re-entered after the fact. Since collecting payment is often the trickiest part, you can also capture a guest's card at registration and charge pledges automatically once the raise wraps, rather than chasing donors down individually.

A couple of other things worth mentioning: contributions can be routed straight to the fund or project they were raised for, and everything syncs directly with your CRM so your donor records stay accurate without extra data entry.

None of this replaces a great emcee or an emotionally engaged room, but it does mean less time spent staring at numbers, and more time celebrating what you raised.
Request a personalized demo to see how this would look for you!

Featured

How to run a successful paddle raise (fund-a-need) at your event

Learn what a paddle raise is, how you can run one successfully, as well as a few tips to make your paddle raise stand out.

Hari Govind

September 4, 2026

12 minutes

Read

Modern donors expect deeply relevant, personalized communications, especially when it’s alumni hearing from their alma mater. Generic messages won’t cut it, but it can also be difficult to make your appeals stand out when you’re making the same ask every year. To develop annual fund appeal letters that drive revenue and deepen relationships, you need a strategic approach.

Annual fund appeals succeed when they have refined messaging, emotional resonance, and enough variation to win donors’ support outside of flashier, major campaigns. In this post, we’ll explore a few key ways to elevate your university’s next ask.

1. Center Authentic Student Storytelling

Donors give to people, not institutions, making personal narratives one of the most effective fundraising and marketing strategies you can use. By shifting the focus from university-wide achievements to the tangible success of individual students, you foster a direct emotional connection with your audience and demonstrate the real, lasting impact of their donations.

Instead of relying on generic asks for annual fund appeal letters, incorporate the stories of individual students and the scholarships and programs that empower them to thrive. For instance, you might share how a first-generation nursing student used a grant to complete their clinical rotations, or include a quote from a scholarship recipient about how attending your university made their dreams a reality.

No matter how you incorporate storytelling into your appeals, Meyer Partners recommends using the three R's of storytelling to make them as impactful and ethical as possible:

The three R’s of nonprofit storytelling: resonance, relevance, and respect

Resonance: Every story should include real, humanizing details that resonate with donors. Let students tell their stories in their own words, and pair testimonials with photos whenever possible.
Relevance: Make sure the donor can clearly understand their role in the story. Use donor-centric language that appeals directly to supporters’ values, inspiring them to become the changemakers who support the next generation of students.
Respect: Respect both your readers and your storytellers by maintaining authenticity. Be direct and honest about what donations can achieve, and always focus on positive emotions like empowerment rather than guilt or scare tactics.

Incorporate these stories into multiple elements of your annual fund campaign to ensure maximum visibility and consistency. For example, you might include quotes from a student in your direct mail appeals, then post a selfie video of the same student telling their story on social media.

2. Highlight Impactful Giving Opportunities

To maximize revenue and increase average gift sizes, ask for more than standard, one-time cash gifts in your annual appeal letters. Offer additional giving options that provide greater flexibility and can increase donors’ long-term impact. These opportunities are often more compelling, especially for young alumni looking for accessible options and for high-capacity donors looking to make the most of their donations.

Specifically, use your annual appeals to highlight opportunities like:

Matching Gifts

The easiest way to make supporters’ donations go further is to double them. Typically, donors can double the impact of their gifts at no extra cost in one of two ways:

Your university offers a matching donation challenge. Organizations often partner with a major donor who commits to matching every dollar donated within a set timeframe, up to a certain amount. These challenges motivate individual donors to give urgently so they don’t miss out on the match.
Donors request corporate matching gifts from their employers. At any time, donors who work for participating companies can independently request matching donations from their workplaces. If the request meets the employer’s guidelines (e.g., a donation between $10 and $100 to a registered 501(c)(3) nonprofit), they’ll match their employee’s gift.

Either way, donation matching is a powerful motivator, especially during year-end giving season. Feature matching gifts prominently in your annual fund appeals, explaining how to participate and why these donations are so impactful.

Recurring Giving

Imagine you’re a recent graduate just starting your career and trying to pay off student loans. You wouldn’t want to donate $1,000 to the university you left last year, but it might be feasible to give $20 a month. In this case, you’re much more likely to respond to an appeal that highlights recurring giving.

Recurring gifts offer a more manageable opportunity to support your university while deepening donor relationships. In your annual fund appeal letters, include the option to give monthly and provide several accessible donation tiers.

Legacy Giving

Plant the seed for long-term support by introducing planned giving and bequest options in your annual appeals, too. These avenues empower alumni to leave a lasting mark on your institution without requiring an immediate, large-scale donation.

Even if most donors aren’t ready to commit to a legacy gift right now, just including information about planned giving in your appeal can get them thinking about it. Include links in emails and QR codes in direct mail letters so supporters can easily learn more on your university’s website or request a meeting with your major gifts officer. Note each donor who shows interest in the program so you can cultivate the relationship over time.

3. Leverage Donor Data for Highly Personalized Appeals

The best fundraising strategies reflect the unique relationship each supporter has with your university. Highly personalized appeals show each donor that you value them as an individual and respect their unique contributions.

Use your donor and alumni data to tailor your asks as much as possible. Go beyond addressing recipients by their preferred names—reference their specific past involvement, giving history, and personal connections to the university. Acknowledging that an alumnus was on the debate team or that a donor consistently supports the engineering department validates their identity and gives them clear, specific reasons to give again.

Segment your donor lists in several ways to maximize relevancy, and regularly audit your donor database to ensure all contact information and engagement records are accurate before sending appeals.

If you aren’t sure how to best segment your audience, hone in on the highest-value potential donors, or match supporters with the right requests, consider professional donor analytics services. Experienced fundraising consultants who specialize in data analysis can help you optimize your strategy for this year’s annual fund appeal and well into the future.

An effective annual fund approach relies on deep personalization, authentic narratives, and a variety of flexible giving options tailored to your audience. Upgrading the underlying strategy of your communications with these tips will help you build stronger relationships with alumni and secure the financial future of your core programs.

Featured

3 Ways to Build a Better Annual Fund Appeal for Higher Ed

Asking for donations to your annual fund can feel repetitive, but your appeal letters shouldn’t be. Learn how to develop better annual fund appeals here.

Alyssa Jefferies

September 3, 2026

12 minutes

Read

LinkedIn continues to stay relevant for alumni outreach in 2026 as it is one of the most comprehensive self-updating directories from an advancement standpoint. Over 50% of LinkedIn’s user base holds a higher-education degree, and ~53% of US college graduates are active on the platform.

That means your alumni not only present but also likely engaging with a variety of content. But as far as reaching out to them goes, being present on LinkedIn and being reachable are two different things, and the wrong outreach strategy can disinterest or even alienate alumni.

In this blog, we’ll go through whether LinkedIn is worth your time for alumni outreach and how you can get your alumni’s attention effectively.

Is LinkedIn outreach worth the investment?

Let’s start with understanding why LinkedIn is different from the other channels

LinkedIn InMail gets a 10–25% response rate while cold email, by comparison, sits at 1–5%. The platform’s natural context is also a big factor here because when an alum receives an InMail from their alma mater, it’s in a different environment to when they’re sorting through personal emails and family messages. They log on to LinkedIn with a certain mindset, which makes them more open to professional conversations.

LinkedIn also gives outreach teams more context about who they’re reaching before they begin the process such as:

Where an alum works currently
What they’ve recently posted
What groups and communities they’re in
Who the common connections are

That’s a lot of helpful material to tailor the first message that will hopefully be the start of a donor’s journey. Combine all of this with the social media nature of the platform and you get a channel that has a lot of potential if you approach it right.

LinkedIn Alumni Outreach Strategies

Now that we’ve established that LinkedIn is at least worth a look, let’s set your team up for success so that your messages don’t go ignored.

1. Build an Active Presence Before You Send a Message

Advancement teams (and most teams in any field, to be fair) tend to treat LinkedIn outreach the same way they’d treat a cold email campaign. They find the person, write the message, hit send, and hope for the best.

But LinkedIn is, at it’s core, a social network. Your alumni notice who’s following you, who’s commenting on your posts, and whether your institution has a solid presence on the platform. If your university’s LinkedIn page hasn’t posted in months and the last post was a stock photo of a campus building, it hurts your cause already.

Before you start an outreach campaign, make sure you tick all these boxes::

First, make sure your institution’s LinkedIn page is active. Posting once per weekday helps you reach 60% of your followers in a month. You should be aiming for consistent presence over viral content.
Secondly, look for mutual connections, a shared connection increases reply rates by 27%. If a colleague or another alum is already connected,
Thirdly, follow the alum you plan to message and leave a genuine comment on something they’ve posted. If possible, build and nurture your online relationship with them. You should be looking to gain a follow-back. This can be crucial since alumni who already follow your institution are 81% more likely to respond to your InMail.

2. Build a Segmented List

Use your CRM along with LinkedIn's alumni search tool to understand who you will be sending your messages to. Many alumni engagement tools also allow you to better find, segment, and automate outreach to the right people.

The segmentation itself will be crucial as personalization is a big part of making your message stand out (as we will explain later), so take your time and make sure all your segments and alumni information is updated, synced, and ready to go.

3. Get the Subject Line Right

LinkedIn InMail by default gives you a 200-character subject line limit. When an alum receives your InMail as a notification, they see roughly 25 to 40 characters before the preview cuts off.

For this reason, short, specific, and personalized subject lines can work really well. For example: “A quick question from [University]” or “Connecting with [Name] re: mentorship”.

What won’t work on the other hand, is anything that sounds like a mass email campaign. Something like “Exciting news from the alumni office!” might feel generic or may confuse recipients.

4. Keep the Message Short and Simple

LinkedIn’s own data shows that InMails under 400 characters get higher response rates. Many institutions sometimes write messages much longer than this and have their messages scrolled past.

For your first message, your alums only need enough to understand what you’re asking and if it's worth their time. If you have more context to give and more reasons to say why this outreach matters, that can follow later.

Write a ~300-character message that asks one clear question. The message can address the basics such as who you are, why you’re reaching out, and your one specific question.

5. Personalize Beyond the Name

Alumni can tell if a message was written for them or if someone just replaced a mail merge field, so you’ll want to go further than just swapping people’s first names. Here’s a few things that might help with personalization:

Spend a couple of minutes on the alum’s profile; personalized InMails increase acceptance rates by about 40%, according to LinkedIn data. Mention a recent post they made, a project they were publicly credited for, a career transition they just went through, or a shared connection.
Find a good natural connection between what you discover about them and what you’re reaching out about. If you’re inviting them to a career mentorship panel and they’ve been posting about early-career development, mention that. If you’re reaching out around their 10-year graduation anniversary, you definitely want to acknowledge it.
Avoid mentioning generic and obvious things like “I see you graduated from [University].” Good personalization shows you’ve paid attention to their life after graduation and you have a brief window that you want to make the most out of, especially for less-engaged alumni.

6. Templates for Common Outreach Scenarios

Here are some templates that you could borrow and build on to personalize your next outreach message on LinkedIn:

General reconnect: ‍

"Hi [Name], congrats on the move to [Company]. I'm on the alumni relations team at [University]. We're putting together a small group of alumni at your career stage to get some honest input on our programs. Would a 15-minute call work?"

Mentorship opportunity: ‍

"Hi [Name], I work in alumni relations at [University]. Saw your recent post on [topic] and thought you'd be a great fit for our mentorship program. We're matching alumni with students in [field]. Would you have 30 minutes to hear more?"

Upcoming event: ‍

"Hi [Name], I'm with alumni relations at [University]. We're hosting a small dinner for [City] alumni on [date] and wanted to make sure you were on the list. Can I send you the details?"

Giving day: ‍

"Hi [Name], [University]'s giving day is [date]. This year all gifts are going toward [initiative]. Wanted to reach out personally before things kick off. Can I send you a bit more context on what it supports?"

What each of these has in common is one clear ask and customization that shows the sender did their homework before reaching out.

7. Time Your Outreach Well

LinkedIn data shows that Friday and Saturday see 4% and 8% fewer than average responses, respectively. Your alumni may want to relax and disconnect from the professional world on the weekends, so Monday through Thursday is a good window. However, depending on your event calendar, and past alumni engagement data, this can vary a bit so do double check!

Going back to the mentioned window, Sprout Social's analysis of nearly 2 billion engagements across major social platforms points to Tuesday through Thursday, 11 a.m. to 5 p.m., as LinkedIn's peak activity window. That's when professionals are most actively checking and responding on the platform, so it's your best shot at being seen before your message gets buried.

8. What to Do When Alumni Reply

Your next message after an alum replies sets the tone for the entire conversation that follows and the subsequent relationship. So here’s a few things to keep in mind:

Reply quickly, ideally within a few hours of seeing their response.
Thank them by name and reference something specific from their reply.
Remember that this is a conversation on a social platform.

The goal should be to establish that your team and, by extension, your institution has a real interest in keeping in touch with them after graduation. For this reason, you’ll want to:

Find out what they’re working on.
Ask follow-up questions.
Make it clear that there is no immediate ask attached.

💡This doubles as an opportunity to get updated information in case their profile information hasn’t been updated in a while.

Alumni who are connected to their institution are 23 times more likely to donate than those who aren’t. That connection, however, has to be built through consistent, genuine interaction over time. So, when it’s time to make an ask, it’s coming from the context of the conversation.

Build a LinkedIn Alumni Community (and not just another contact list)

At the end of the day, one-on-one outreach can only take you so far. Advancement and alumni relations teams that are able to keep alumni engaged are also building environments where alumni feel like they want to stay engaged.

If we are sticking to the platform at hand, LinkedIn Groups are a great way to do this. You can organize alumni groups around:

Your institution
Graduation cohorts
Academic departments
Regional chapters
Donor groups
Matching gift opportunities

…and much much more

AdvancementForm looked at what the institutions running active alumni groups have in common. Here are the main takeaways:

Stay active every day: Keith Hannon of Cornell University shared that two-thirds of alumni relations professionals running thriving LinkedIn communities log in daily. That includes posting, answering questions, responding to comments, and engaging with what other members are sharing.
Give alumni the spotlight: Spotlighting a graduate's career achievement or resharing something they wrote brings their audience into your content. Even the simple act of tagging alumni where needed will ensure that their network is notified as well.
Share career resources such as job postings, industry reads/insights, career advice for alumni at different stages and make sure they are updated frequently. This is the content that consistently performs well as it provides a clear reason to engage.
Mix up your content formats: Posts with images get a 98% higher comment rate than those without, and posts with YouTube videos (that play directly in the feed) get a 75% higher share rate. Varying your formats will keep the feed from feeling like a broadcast channel.
Ask alumni to help current students: Academic Impressions flags this as an especially meaningful way to engage alumni because it gives them an opportunity to give back give back, even without a financial element. Posting something like "What do you wish someone told you in your first year in [industry]?" gets replies from alumni who would otherwise never comment on, say, an event announcement.
Run polls: Lebanon Valley College asked their alumni "What career field are you currently in or looking to enter?" and it sparked a lively, ongoing discussion among their alumni. Polls can be a great icebreaker and contextualizing them to recent events, career stages, or other segmented needs is even better!
Add in the nostalgia angle: Questions and posts about campus memories or institutional history give alumni interactive content that serves as a break on their feed from the usual LinkedIn content while also reminding them of why they feel connected to their school.

Finally, if you're thinking about content ratios, keep it weighted toward value-first content, career resources, alumni recognition, and conversation, with campaigns and event promotion playing a supporting role, not leading the feed.

Measure Your Progress and Know Your Blind Spots

You need to know whether your efforts are paying off. So, if you’re running structured outreach campaign on LinkedIn, here are the metrics which will help you track what's working:

Connection acceptance rate: You generally want to aim for ~20% or above. If you're below that, check whether you're warming up contacts before sending requests and whether your institution's page looks active and credible.
InMail response rate: With personalized, well-targeted outreach, this should sit between 10–25%. Single-digit numbers are an indication to look at your message length, your subject line preview, and how specific your personalization is.
Conversation-to-action rate: This tracks what percentage of replies converts into whatever your goal is, whether that’s an event registration, a scheduled call, or a gift.

The Council for Advancement and Support of Education (CASE) tracks alumni engagement across four modes: philanthropic, volunteer, experiential, and communications.

LinkedIn activity can feed into your experiential and communications metrics. If you’re not tracking LinkedIn engagement as part of your overall alumni engagement scorecard, you should consider starting now.

A few common blind spots that can be avoided include:

Reaching out only when there's an ask: If alumni only hear from you around giving day or annual fund season, the outreach feels transactional. Only 27% of alumni who donate give to their alma mater. The most common reason others don't give is because they don't feel connected enough to make it a priority.
Writing LinkedIn messages like emails: Avoid long messages, formal language, attached PDFs when LinkedIn is conversational. Keep messages short, and the tone conversational.Save the documents for follow-up conversations.
Ignoring alumni who engage with your posts: When an alum comments on something your institution shared, respond to them, thank them by name, and if appropriate, send a connection request with a brief personal note referencing what they said.
Not knowing what comes next when someone replies: Replying to a message without a clear next step might waste the opening you had spent time and effort on. Know what you’re trying to accomplish before you send the first message so that when someone replies, you’re ready to take the conversation forward.

Final Thoughts

We hope we’ve been able to give you and your team plenty of things to keep in mind. While LinkedIn outreach may seem like a simple game of numbers at first glance, any outreach campaigns involving social media rarely tend to be so predictable and you definitely want to keep that in mind.

To wrap things up, keep personalization (and segmentation by extension) at the heart of your strategy, have a consistent presence on LinkedIn just as you probably do with Facebook or Instagram, and make sure you are thinking about how to take the conversation forward many weeks ahead of time so that alumni feel appreciated after reacting to your outreach.

If you are looking for an alumni engagement platform to help you plan, execute, and measure your alumni outreach and engagement strategy, Almabase is built just for that so feel free to book a personalized demo with us!

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How to Reach Out to Alumni on LinkedIn and Get Responses

Our article takes you through LinkedIn alumni outreach and how your team or institution can ensure that your alumni don't ignore your messages.

Prajnya Yelamali

September 2, 2026

12 minutes

Read

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If you’ve ever tried wrangling alumni data across spreadsheets, email lists, and event RSVPs, you probably already know that keeping alumni engaged is all about combining effort with the right tools.

With dozens of platforms out there promising seamless alumni engagement, it’s easy to get lost while being spoiled for choice. So we’re helping you cut through the fluff. In this blog, we’re diving into two great options - Almabase and Graduway, and breaking down where each shines, where they differ, and how to know which one fits your institution best.

Why Choosing the Right Alumni Engagement Platform is Essential

Your alumni network is a powerful asset for fueling donations, mentorships, referrals, and community goodwill. But with teams or budgets sometimes stretched thin, outreach can sometimes slip into the background, reduced to one-size-fits-all communications..

A good alumni engagement platform changes that. It keeps data updated, personalizes communication, automates touchpoints, and makes your outreach feel intentional- like a message from a friend instead of a mass email. Thoughtful gestures like birthday notes, job change shoutouts, or local event invites remind alumni they matter, and when people feel seen, they stay engaged and give back.

Over time, the platform becomes more than a tool. They evolve to become the engine that keeps your alumni relationships warm, consistent, and scalable. So what does that actually look like? Let’s see how platforms like Almabase and Graduway bring it to life.

Platform Overview: Almabase and Graduway

Almabase

Almabase is a full-stack alumni engagement and fundraising platform built for schools, universities, and nonprofits. What makes us stand out is our focus on making engagement feel personal and scalable. It’s designed to simplify alumni outreach, boost giving, streamline event management, and automate the routine stuff, so your team can focus on the big picture.

Graduway

Graduway is a branded alumni networking platform that focuses heavily on building private online communities for schools, universities, and nonprofits. It shines as a community-first platform. At its core, it’s designed to help institutions launch their own alumni portals; spaces where former students can reconnect, offer mentorship, share career opportunities, and stay engaged long after graduation.

Feature-by-Feature comparison: Almabase vs Graduway

Now that we’ve had a brief look at each platform, let’s break it down further. Here's how Almabase and Graduway compare across key features that matter most to advancement teams.

1. CRM integration and data sync

Both Almabase and Gradyway provide integration and customizable data sync with popular advancement CRMs like Blackbaud CRM, RE NXT, and Salesforce, either through native integration or through connectors.

However, Almabase provides a deeper bidirectional sync with RE NXT and Blackbaud CRM in particular, focusing on minimizing manual work and making syncs as simple or granular as your admin(s) wants it to be.

2. Hosting and managing events

Almabase excels in event management with its user-friendly, no-code setup that allows for the creation of highly customized event pages. Whether you’re planning a reunion, networking night, or giving day, you’ll find RSVP pages, Zoom integrations, branded forms, automated reminders, smart waitlists, and real-time attendee tracking—fully synced to your CRM for detailed analytics. It’s event marketing and operations, simplified.

Graduway also supports basic event setup with registration, waitlists, and promotion features. While effective for simple events, it doesn’t go deep into workflows like ticketing, payment processing, or post-event analytics to the same extent as Almabase

3. Online giving and fundraising

Almabase comes with built-in tools for peer-to-peer campaigns, giving days, and crowdfunding. You can launch branded microsites with live leaderboards, campaign thermometers, and social sharing tools, optimized for mobile and conversion. And yes, gift data flows straight into your CRM.

💡See how Merchant Taylors' School 3X-ed donations with just a one-person team using Almabase

Graduway, through its acquisition into the broader Gravyty ecosystem, offers giving tools via additional modules. These allow campaign launches and donor tracking but are more community-centric and may require extra steps to integrate with advancement workflows.

4. Alumni networking and directories

Both Almabas and Graduway heavily focus on alumni engagement and networking tools and therefore offer intuitive alumni networks with alumni and business directories, maps, affinity groups, and other features designed to create a private alumni community online that provides value.

You’ll likely want to make a decision between the two based on required integrations, whether you also need event management and fundraising tools, and which pricing structure fits better for your budget.

5. Mentorship programs

Both Almabase and Graduway offer dedicated tools for building mentorship programs. Graduway may be preferable for teams focussed on mentorship specifically as it is a core feature that the platform focuses on through structured mentoring, flash mentoring, auto-matching, milestones, and dedicated program dashboards

Almabase has a host of features such as auto-matching, check-ins, and impact tracking with little manual input. However, it is better suited as a part of wider alumni engagement and networking efforts compared to Graduway which may be better as a standalone mentorship-specific tool.

6. Personalized email campaigns

Almabase heavily emphasizes personalization and for emails, this means a built-in email center with dynamic segments, templates, and automation for all your engagement, marketing and personalized communication needs. And with the all-new Emily AI, you can draft subject lines and email copy based on your tone and goals. As for pa

💡See how Samueli Academy hit 97% alumni engagement using Almabase email automation

Graduway offers digest emails and custom newsletters to complement it’s alumni networking focus. However, its email personalization is generally more limited than Almabase’s.

7. Branding and Customization

Almabase provides institutions with a greater degree of control over the branding and customization of their alumni platform while also focusing on no-code, easy setups. The platform provides customization across directories, various pages, email templates, and events. Launch fully branded microsites and emails that feel like your institution, not third-party tools.

Graduway offers branding at the layout and color level, with widgetized dashboards and group-level personalization. That said, its mobile and portal UI remains fairly standardized across institutions.

8. Mobile Access and App Availability

Almabase offers a mobile-responsive web platform, ensuring ease of use and compatibility across devices for alumni or donors. Graduway on the other hand offers a dedicated mobile app for both iOS and Android devices, providing alumni with on-the-go access to the community, directory, and other key features.

It pretty much comes down to a dedicated page shortcut vs a dedicated app and your experience will vary depending on your alumni’s preferences.

9. Onboarding and support

With both platforms, onboarding duration will vary depending on how many features you opt for. Almabase offers dedicated onboarding resources and specialists to help your team get used to the platform. Graduway, as part of the Gravyty ecosystem, will naturally require a steeper learning curve if you want to take advantage of the entire ecosystem’s products.

Both platforms offer email, phone, and live chat support. However, Almabase offers 24x7 customer support as well as automated and specialized support at no additional cost.

10. Data Ownership and Privacy

Both Almabase and Graduway have clear and comprehensive privacy policies that outline their commitment to data protection. Both platforms affirm that the institution retains ownership of its data. They employ robust security measures to safeguard personal information and comply with relevant data privacy regulations. For any institution or organization, a thorough review of their specific terms of service and privacy policy as well as a checklist of federal and regional regulations is highly recommended before making a decision.

Final Verdict: Almabase vs Graduway

At the end of the day, what works best for you between the two platforms comes down not just to the features on hand but also on your team’s available time, resources, and requirements.

If you are looking for an all-in-one engagement, events, and giving platform that fits well into teams of all sizes, we’d suggest you give Almabase a try. However, if mentorship and a private alumni community is your only priority, you can book a demo with Graduway to see if it fits into your team’s requirements.

Ultimately, you’ll want to book demos, ask the hard questions, and pick the tool that complements your culture and simplifies your next year, not one that adds more to your plate.

Ready to Make a Decision?

Book a personalized demo with Almabase to see how Almabase can streamline your alumni engagement and fundraising in one platform.

‍

FAQs

1. Does Almabase offer mentorship features?

Yes. Almabase allows you to easily set up a mentorship program that comes with a variety of features for reporting and ease of use.

2. Do Almabase & Graduway integrate with Raiser's Edge NXT?

Both platforms can integrate with Raiser's Edge NXT. However, Almabase offers the best two-way native sync in the industry through its Truesync integration

3. Which platform is better for fundraising events?

Almabase comes with dedicated fundraising and event management tools for all your fundraising event needs. Graduway is capable of hosting them as well but may require other products within the Gravyty ecosystem to do so.

4. Can alumni sign up and log in with LinkedIn or other social accounts?

Yes, both platforms support social sign-on options like LinkedIn and other SSO sign-ups.

Almabase vs Graduway: Which Alumni Engagement Platform Is Right for You?

Almabase and Graduway are both great options for alumni engagement. But which option is better for you? Find our as we break down the differences between the two.

Sharada Koti

August 5, 2025

12 minutes

Read

Organizing a school fundraiser is no mean feat, and takes a lot of planning and effort. It’s also one of the most powerful vehicles to shape your community’s experience beyond just raising money. Over time, many of these events become traditions that people look forward to year after year.

Of course, turning an idea into a successful fundraiser isn't at all easy. Every school has different budgets, volunteer capacity, and fundraising goals, so what works for one community may not work for another. While there are many formats and ideas to choose from, finding the one that fits your school and the people who support it can seem just that much more overwhelming.

This blog brings together more than 25 school fundraising ideas, organized by type so you can quickly find the ones that make the most sense for your community. Along the way, you'll find real examples from schools and tips for organizing similar events, so you can put your own spin on these ideas.

Why school fundraising matters

A school fundraiser is an organized campaign or event run by a school, PTA/PTO, parent group, or student organization to raise money for a specific goal, which usually looks like buying new equipment, paying for field trips, extracurricular programs, facility improvements, or scholarships.
Modern school fundraisers today look very different from the humble bake sale: today's campaigns use digital giving, matching gifts, text-to-give platforms, and peer-to-peer fundraising to reach supporters, while also experimenting with fun new formats.

Today, fundraisers help schools in many ways including:

Filling budget gaps when board/district funding falls short for programs and equipment.
Supporting student experiences that wouldn't otherwise happen, such as field trips, sports, arts programs, and clubs.
Giving alumni a meaningful way to stay connected and give back to the institution that shaped them.
Building stronger school spirit by bringing current students, parents, and alumni together around a shared goal.
Creating leadership opportunities for students to learn teamwork, responsibility, and other real-life skills.
Sustaining long-term programs that depend on consistent annual support.

Successful fundraisers do raise money but they also support strong community bonds and remind supporters why their school matters.

Easy and quick-to-launch fundraisers

These are low-lift ideas which require minimal planning and coordination but deliver dependably. They're perfect for filling gaps in your annual fundraising calendar, bringing novelty to your fundraising strategy with new formats, and are also launched relatively quickly.

1. Restaurant Partnership Nights

Partner with a local restaurant that agrees to donate 10-25% of sales during a designated evening when customers mention your school or present a flyer or invitation. The restaurant handles the food and service and you bring in foot traffic for the evening.

Mary Lyon Elementary School in Chicago partnered with Chipotle for a fundraising night on April 10, 2024, raising funds with minimal effort on the school's part. It largely looked like announcing the partnership, coordination and sending out an email reminder. Chipotle rang up sales from those who ordered and used a dedicated code in the designated location, and donated 25% of the sales.

Why it works: It requires very little set up and comes together quickly. It brings in traffic for the partner restaurant and builds giving into something attendees were going to do anyway.

💡 Restaurant partnerships are among the lowest-friction fundraisers you can run. You can build relationships with 2–3 local spots and rotate quarterly for recurring revenue.

2. Sports and Athletic Tournament

For schools that already have an auditorium, organizing a school-wide tournament is an easy way to generate funds.

The 5th Grade Committee in Hendrick Hudson School District (Montrose, NY) organized a successful kickball tournament fundraiser on January 31, 2025, held in the Hendrick Hudson High School Dome. Multiple grades joined in, making it a huge success.

To organize something similar, you can begin with 6-10 teams, where each pays an amount to enter the tournament. Each match gives rise to multiple fundraising moments including tickets, concessions and merchandising. You can partner with local sellers for the latter.

Why it works: For very low overhead, it generates many fundraising moments and creates a high-spirits moment for all involved: parents, students and local businesses.

💡 To elevate the experience and ensure attendance, you could reach out to alumni athletes who might want to participate.

3. Spirit Wear Sales

Create branded school apparel (hoodies, t-shirts, hats, stationery) and sell through an online platform or pre-order system on your school website. Students, parents and alumni browse an online catalog, pre-order their size, and the vendor ships directly to your school, from where buyers pick it up. You could even host sales each season (fall, winter, spring).

Why it works: It builds school spirit year-round, minimizes delivery-related expenses, and delivers results, since students and alumni are generally interested in school merchandise.

💡 You can use these sales to promote budding designers in your student body, by featuring their art on school merch. This brings an element of exclusivity and appreciation to the campaign and builds goodwill.

4. Penny Wars and Coin Drives

Hold a friendly competition between grades or classes to see who can bring the most coins or bills. Set up labeled jars in the main hallway (one per grade) and update totals daily or weekly on a poster. The winning grade gets a prize (extra recess, pizza lunch, or bragging rights).

Why it works: The competitive aspect keeps energy high, involves all students without much effort, and teaches giving habits early. It’s also a visibly exciting goal to work together towards for the grades.

💡Take this a step further by pairing the prize a secondary incentive ( for instance, everyone who brings money gets entered into a raffle) to boost participation beyond the classroom winners.

5. Bake Sales

In this staple format, students and families bring baked goods to sell them at school events, outside grocery stores, or during lunch.

Why it works: For the low-lift set up of a table with homemade brownies, cookies, and cupcakes, it brings together the community effortlessly. It can be run during a school event or outside a location that gets a lot of footfall on a Saturday morning.

💡Stack your bake sale alongside another school event (game day, book fair) to leverage existing foot traffic. You could even make it a weekly or monthly affair if the format resonates with your community.

6. Pajama Days and Dress-Up Days

Have students pay a certain amount ($2-$5) to wear pajamas, sports jerseys, themed outfits, or other fun themes on designated days. It’s a fun idea that gets students excited and takes very little outside of verbal and email coordination, to set up.

Why it works: It has a remarkably low barrier to entry since students will be able to use mostly things in their closet to participate. It gives them something to look forward to, keeps spirits high and photos are shareable on social media.

💡Themed dress-up days (like "90s day" or "crazy hair day" ) drive higher participation than plain pajamas.

High-revenue annual fundraisers

These events require more planning and upfront effort but deliver significantly higher returns. These can be built into your annual fundraising calendar as anchor events.

7. Fun Runs and Fitness Challenges

In Fun Runs, students collect pledges based on the number of miles or laps they complete during a school-wide run or walk. Alternatively, supporters can also pledge a fixed amount if participants finish the course without stopping.

Brown School in Massachusetts hosted its annual Fun Run in 2025, raising $27,000 with the help of pledges from community members, local businesses, and alumni.

To organize something similar, set up a simple route around your campus and have students collect pledges on the days leading up to the event. On the day of, invite families and staff to cheer participants on and add fundraising opportunities through refreshments or school merchandise.

Why it works: It combines fundraising with physical activity, involves the entire student body, and gives your community an easy way to support students by sponsoring a child, grandchild, or favorite teacher.

💡 Set up an online peer-to-peer fundraising page so alumni who can't attend can still pledge and support participants from anywhere.

8. Read-a-Thons and Academic Challenges

Similar to the Fun Run format, students collect pledges based on academic milestones such as books read, pages completed, minutes spent reading. Weave in friendly class competitions and small rewards help keep motivation high throughout the challenge.

Edgewood Elementary in Scarsdale, New York held its first Read-A-Thon in 2024. Held annually in March, this fundraiser has since raised more than $27,000, showing how fundraising can naturally tie into school routines.

Why it works: It reinforces academic goals while giving students an active role in fundraising. The impact is also easily observable, making donors more likely to participate.

💡 Consider running your Read-a-Thon during National Reading Month in March, when schools are already focused on reading and alumni may be especially eager to support the initiative.

9. Talent Shows and Performances

A student talent show, concert, theatre production, or comedy night is a great fundraising opportunity with ticket sales, concessions, and community support.

Teachers and students in Perrysburg, Ohio hosted a benefit concert that raised more than $4,000 for the district's Full Experience Fund, bringing the community together around student performances.

To organize something similar, invite students to audition and plan an evening of performances for families, alumni, and the wider community. Charge for admission and set up concession stands selling snacks and drinks before the show and during the interval.

Why it works: It celebrates student talent while creating multiple fundraising opportunities through ticket sales and concessions. It also gives families and alumni another reason to reconnect with the school.

💡 Record the performance and offer a virtual viewing option for alumni and supporters who can't attend in person.

10. Fruit and Specialty Food Sales

Instead of a traditional bake sale, sell seasonal or specialty food items such as fruit boxes, chocolate, cookie dough, or candy through a pre-order campaign. Students collect orders, and the school earns a percentage from every sale.

Dow High School's music program raised more than $51,000 through its annual fruit sale during the 2025-26 school year, showing how a well-established seasonal fundraiser can generate significant revenue. Each student sold a $35 dollar box of fruits (navel oranges, grapefruits, tangerines) that families, friends and alumni bought as holiday gifts.

To organize something similar, partner with a vendor and ask students to collect orders from family, friends, and neighbours over a few weeks. Schedule deliveries around the holiday season, when many people are already buying gifts or stocking up on fresh produce.

Why it works: Seasonal food is easy to sell, and the fundraiser can become something your community looks forward to each year.

💡 Choose a vendor that handles packing and distribution, so your team can spend its time promoting the fundraiser instead of coordinating deliveries.

11. School Carnivals and Festivals

Turn your school grounds into a day of games, food, entertainment, and family activities. Revenue can come from admission tickets, game booths, food sales, and vendor partnerships.

The Annual Little Trojan Carnival, hosted by Barnesville ECFE and Trojan Preschool, has become a community tradition by bringing together multiple fundraising activities in a single event.

To organize something similar, you need a host of easily set up, classic carnival games like the ring toss, face painting, and dunk tanks, alongside food stalls or local food trucks. You can also invite local businesses and community organisations to rent booth space, creating another source of income.

Why it works: Instead of relying on a single fundraiser, it brings together several revenue streams while creating a memorable community event that families look forward to each year.

💡 Start planning a few months in advance and partner with local businesses wherever possible to reduce costs and secure vendors early.

12. Trivia Nights and Game Tournaments

Host a trivia night or board game tournament where teams pay an entry fee to compete. To this, add prizes for the winners and refreshments for sale to create additional fundraising opportunities.

The International School of Indiana hosted a Trivia Night in 2024 that raised nearly $9,000 for its annual fund, showing how a simple evening event can attract strong community participation.

To organize one at your school, invite teams of parents, alumni, staff, and older students to compete across a mix of fun and accessible topics. Offer a small prize for the winners and keep refreshments available throughout the evening.

Why it works: It has relatively low setup costs, appeals to a wide audience, and creates a relaxed social event that encourages people to stay, compete, and support the school.

💡 Schedule it on a Friday or Saturday evening and include a few school-themed questions to bring back memories for alumni without making the quiz too difficult. A nostalgia angle built into the event might just increase willingness to give.

PTA and parent-led fundraisers

These ideas are especially well suited to PTAs and parent groups. They work well on their own but also alongside larger school fundraising campaigns.

13. PTA Community Walk-a-thon

A PTA walk-a-thon is a good way to bring families together while raising money for the school. Students collect donations in the weeks leading up to the event before walking laps around the school with classmates.

Sandy Hook Elementary School's PTA in Connecticut raised around $27,000 through its annual Walk-a-Thon in 2021. Students worked towards school-wide fundraising goals, unlocking rewards like pajama days, a homework-free week, and even a relay race where teachers dressed in costume.

For your own version of this, encourage students to collect donations ahead of the event and create fundraising milestones that the whole school can work towards. On the day, invite parents to cheer from the sidelines or walk alongside the students to make it a celebration for everyone.

Why it works: The fundraising spirit is brought alive well before event day, and shared goals encourage every classroom to participate. The celebration at the end gives the whole school something to look forward to.

💡 Instead of rewarding only the top fundraisers, set school-wide milestones with prizes everyone can enjoy. It keeps more students involved throughout the campaign.

14. Silent Auctions for Parents

Host an evening for parents with a silent auction, refreshments such as wine and cheese, and allow time to socialize. Funds would be raised through ticket sales, auction items, raffles, or combination of all three.

Lakewood Elementary School hosts a silent auction each spring, with the proceeds supporting the school through its PTA.

To organize something similar, ask local businesses and school families to donate auction items or experiences, and invite parents to an evening at the school or a nearby venue. You can also sell refreshments or raffle tickets to raise additional funds.

Why it works: It gives parents a chance to connect while supporting the school. Auction items donated by local businesses and families also help keep costs low.

💡 Include a segment to auction student artwork or handmade crafts in the evening. They're very popular and among the top sellers in a school auction.

15. Community Yard Sale or Flea Market

Ask families to donate gently used books, toys, clothes, furniture, and household items, then organize a community yard sale with all proceeds going to the PTA or school.

Shining Rock Classical Academy held its first community yard sale in 2025, turning donated items into a successful fundraiser for the school.

To organize your own yard sale, collect donations over a few weeks, ask your PTA to sort and price everything in advance, and hold the sale on a weekend when families are most likely to attend.

Why it works: Most of the items are donated, so costs stay low while the event brings families and neighbors onto campus.

💡 Start promoting the sale a few weeks ahead through neighborhood groups and school social media pages to attract more buyers.

16. Gift Card and Fundraiser Product Sales

Partner with a local organization or retailers to sell items. These could be gift cards or regular household items. The draw is that families get to purchase common items they were already planning to use, and the PTA or school gets to keep a portion of each sale.

To create your own version of this, partner with a gift card provider or local businesses and offer popular retailers that families are likely to shop with throughout the year. Parents can order online or through the school, making it easy to run more than once.

Why it works: It is simple to organize, requires very little storage or planning, and works because families are purchasing something they already intended to buy.

💡 Run gift card sales ahead of major holidays when many families are already buying gifts, making it an easy addition to their shopping.

Digital and online fundraisers

These events scale easily and help you reach supporters who cannot attend in person. Given their digital nature, they integrate readily with matching gift programs for amplified results.

17. Community Crowdfunding Campaign

Instead of organizing a physical event, rally families, alumni, and the local community around a specific fundraising goal through an online campaign.

Beechen Cliff School's PTA in Bath, UK raised £20,000 (around US$27,000) in just one month through a crowdfunding campaign to improve mental health services, school facilities, and technology. The PTA promoted the campaign through weekly parent emails, QR codes around the community, local press coverage, and support from alumni, helping them reach their goal within weeks.

To organize something similar, start with a clear project that donors can easily understand, then promote it consistently across your school website, email newsletters, and social media. Share regular updates throughout the campaign so supporters can see how close you are to your goal.

Why it works: Supporters can give from anywhere, and smaller donation amounts make it easier for more people to participate. Regular updates also help maintain momentum throughout the campaign.

💡 Invite alumni to become campaign ambassadors by sharing the fundraiser with their own friends and colleagues. Personal recommendations often reach donors you wouldn't find otherwise.

18. Text-to-Give Campaigns

Give supporters an easy way to donate by text message. Set up a text-to-give campaign through a fundraising platform and promote the keyword wherever your school communicates with families and supporters. Include it on event signage, email newsletters, social media posts, and printed materials so people can donate whenever they're ready.

Why it works: It removes barriers to giving by letting people donate in just a few steps from their phones. It also works well alongside other fundraising campaigns and events.

💡 Feature your text-to-give information on email signatures and event programs so supporters always have an easy way to give.

19. Peer-to-Peer Fundraising Pages

An online fundraising classic, this is a great way to mobilize your community. Create individual fundraising pages for students, teams, classrooms, or clubs, then combine every donation toward one larger school goal.

For example, you could ask each participant to personalize their fundraising page with a short message about why they're raising money, then encourage them to share it with friends and family. As donations come in, celebrate milestones and recognize top fundraisers to keep everyone motivated.

Why it works: Every participant reaches a different network of supporters, helping your campaign grow far beyond your immediate school community. Friendly competition between teams or classes also keeps the momentum going.

💡 Give participants an email or social media template so they can start sharing their fundraising page with little effort.

20. Monthly Giving / Sustaining Donor Program

Offer parents, alumni, and other supporters the option to make a recurring monthly gift instead of a one-time donation. You can build this into your annual fundraising strategy: create a giving page with a few suggested monthly amounts and explain what each level helps fund. Once supporters sign up, donations will follow.

Why it works: Monthly giving creates predictable support for your school while making it easier for donors to contribute smaller amounts over time instead of making one large gift.

💡 Show supporters what a monthly gift can accomplish. For example, explain how $25 a month could help fund classroom supplies, field trips, or student scholarships.

High school-specific ideas

These ideas lend themselves to the capabilities of high-school students as they grow up and take up more responsibilities.

21. Student-Led Fundraising Events

Give high school students the opportunity to plan and run their own fundraiser, whether it's a car wash, clothing drive, or social media campaign. With a little guidance, they can take ownership of everything: promotion, invitations, partnerships and budgeting.

On July 27, 2024, the Marshall High School Football Team raised $3,800 at a fundraiser hosted by Wild Blue Car Wash. Wild Blue Car Wash donated 50% of their wash sales to the team, while team members and volunteers also sold refreshments and offered additional services like vacuuming and hand-drying for tips.

By allowing students to partner with local shops and businesses, you will be raising money for your school and teaching them the value of giving back to the community from a young age.

Why it works: It raises money while giving students real experience in planning, teamwork, and leadership. Older students are also more confident taking on larger projects and interacting with the community.

💡 Let students make the key decisions wherever possible. The more ownership they have, the more invested they'll be in making the fundraiser a success.

22. STEM Showcase or Science Fair

Turn student projects into a community event by inviting families, alumni, and local supporters to explore STEM exhibits, research projects, and other academic competitions. Charge admission or pair the event with another fundraiser, such as a silent auction.

To set this up, assign booths to students where they can demonstrate robotics projects, engineering prototypes, coding apps, or science research. As visitors move from exhibit to exhibit, students explain their work and answer questions, giving everyone a closer look at what they're learning in the classroom.

Why it works: It celebrates student achievement while giving families and alumni a reason to visit campus. It also connects fundraising with visible impact.

💡 Invite alumni working in STEM fields to attend as judges, guest speakers, mentors or even collaborators. Their participation adds another reason for families to attend.

Creative fundraising ideas

These are your out-of-the-box ideas which have yielded results in fundraisers and are also easily put together.

23. Recycling and Shoe Drives

Collect gently used shoes, electronics, aluminum cans, or other recyclable items, then partner with a local organization that purchases or recycles them. It's an easy fundraiser that also encourages students to think about sustainability.

Many schools across the U.S. have successfully run shoe drives, using them to raise money while teaching students about recycling and environmental responsibility. USAgain, for example, is an organization that sets up bins around campuses to collect these clothing and shoes and pays for every pound of donated items collected.

Why it works: It has very little upfront cost, requires minimal selling, and gives families an easy way to support the school while getting rid of items their kids have outgrown or no longer need.

💡 Work with a recycling partner that handles pickup so your volunteers only need to collect and sort donations.

24. Book Fair

Set up a book fair in your library or gym and partner with a book vendor to sell new books over several days. You can also include author visits, reading events, or family literacy nights to bring more people through the doors.

To make this format your own, start with scheduling the book fair over several school days so students can visit with their classes as well as after school with their families. If possible, add an evening event with a local author or guest reader to encourage even more visitors.

Why it works: It supports literacy, which is a cause that naturally generates interest. A vendor partnership also makes inventory much easier to manage.

💡 Hold your book fair during the back-to-school season or National Reading Month, when books are already top of mind for many families.

25. Cook-offs and Community Meals

Host a pancake breakfast, chili cook-off, or family dinner and invite the community to enjoy a meal together. Charge per plate and keep the menu simple so volunteers can prepare and serve everything with ease.

To make this a success, choose a weekend morning or evening and recruit parents, staff, and older students to help cook, serve, and clean up. Pair the meal with another school event if you can, such as a game, concert, or open house, to encourage more families to attend.

Why it works: Sharing a meal naturally brings people together, and a volunteer-run menu keeps costs and efforts low, making the experience enjoyable for all involved.

💡 Check with local grocery stores or farms if they want to donate ingredients or offer discounts. Many are happy to support school events.

26. Online Courses or Skill-Sharing Classes

Turn the wealth of skills already available in your school community into a fundraiser by offering online classes in subjects like test prep, coding, acting, creative writing, music, or study skills. Invite teachers, alumni, or older students to lead short online courses and charge a registration fee. These live online sessions make it easy for families to participate from anywhere, and recordings can provide value for those who can't attend.

Why it works: It builds on expertise your school already has without requiring a venue and offers a platform for the community to show off their expertise and share it. This naturally builds credibility, which goes a long way.

💡 Promote classes beyond your own school community. Alumni and families from neighboring schools may also be interested in joining.

27. Holiday Gift Shops and Fundraiser Fairs

Open a small holiday gift shop where students can buy affordable gifts for family and friends before occasions like Thanksgiving, the winter holidays, Mother's Day, or Father's Day. Stock a selection of inexpensive gifts such as mugs, journals, candles, or handmade items, then open the shop during lunch periods or after school for a week.

Why it works: It gives students a fun shopping experience while raising money through items they’ll be able to afford.

💡 Include handmade gifts created by students or local artisans to make the shop feel more unique while supporting your wider community.

How to select the right fundraiser for your school

Every school community is different, and the fundraiser that works for one may fall flat for another. The key is to choose an approach that feels natural to your audience and achievable for your team. Here are a few things to keep in mind:

Define your goals

Be clear on the primary goal: are you aiming for a specific amount, wider participation, or a mix of both?
Tie the fundraiser to a concrete outcome so supporters know exactly what they’re contributing toward.
Set a realistic target and timeline so the campaign feels focused from the start.

Understand how your community prefers to engage

Identify your primary audience- Is it parents, alumni, or a combination of both, and how they typically interact with the school?
Look at where engagement is strongest today (events, email, reunions, online channels) and build around those touchpoints.
Align the format (offline, digital-first, hybrid) with what feels familiar and accessible to them.

Plan around your team’s strengths and support system

Map out who will take ownership of different parts of the campaign (from planning to communication to follow-ups)
Curate events that fit comfortably within your available time and resources.
Factor in any additional support (volunteers, partners, vendors) that can help execution run smoothly.

Use past campaigns as a guide

Review what has driven both participation and contributions in the past.
Identify patterns: events, timings, or audiences that have consistently responded well.
Carry forward what worked and refine areas that can be improved.

Get the logistics and tech right from the start

Keep it mobile-first so people can act in a few taps.
Use one central link for everything (sign-up, donate, details)
Offer simple, reliable payment options to avoid drop-offs.
Add QR codes for quick action during events.
Use a unified system that handles tracking, automation, and event management, so your team isn’t doing everything manually.

At this point, you’re not choosing from a long list anymore. You’re down to options that fit your audience, your timing, and your capacity, and that’s what you move forward with.

Promoting your fundraiser campaign

You’ve got the ideas lined up, and the D-day is near. But even the best idea won’t raise a dollar if people don’t know about it. This is where promotion comes in. Here are the best practices for how to spread the word and get the community genuinely excited to participate.

Start with a clear promotion calendar

Plan your full campaign in advance: launch, follow-ups, milestone pushes, and final stretch
Map what goes out, where, and when (email, social, groups, on-ground)
This keeps communication consistent instead of last-minute and scattered

Use a coordinated mix of channels

Email for direct asks and key updates
Social media for visibility and repeat exposure
Parent groups, alumni networks, and newsletters for reach
On-campus touchpoints like pre-events, posters, and announcements to reinforce it

Vary the ask as the campaign progresses

Don’t repeat the same message; highlight different ways to participate
Call out quick donations, event sign-ups, sponsorships, or bundled options
Include small, mid, and high-value ways to contribute within your messaging

Build momentum with visible progress

Share timely updates on progress, contribution amount, and participation numbers to create a buzz
Highlight groups or segments participating, use milestones and countdowns to bring attention back

Enable class reps, alumni leads, and volunteers to share within their circles, as personal sharing adds credibility and improves response.

Keep low-effort giving always accessible

Maintain a simple, always-available donation link
Use QR codes and quick-pay options across touchpoints
Capture contributions from people who prefer quick, no-friction actions

Close the loop once the campaign ends

Share what was achieved and where the funds are going
Show the outcome through photos, updates, or short stories
Thank contributors and make it clear what their support made possible

When promotion is planned this way, you don’t have to rely on one big push. It builds steadily through consistent, well-timed touchpoints.

How to involve parents and volunteers/ Turning your school community into active participants

Fundraising, especially at the school level, requires a great emotional connection. This means that school fundraisers have more people turn up when it starts to feel like something people are running with you rather than for you. That difference usually comes from how you involve them.

Here’s what helps make that happen:

Give people a reason to be involved beyond giving- Invite parents, students, and volunteers to participate in parts of the campaign, such as planning, outreach, and on-the-ground roles. Instead of managing everything centrally, break it up into classes, batches, or groups. Let each group take charge of its piece. It builds accountability without adding pressure.
Recognize effort while the campaign is still running- Call out volunteers, highlight contributions, and acknowledge participation in real time. It keeps energy up and shows that involvement is noticed.
Keep roles flexible and time-bound- Not everyone can commit long-term. Short, clearly defined roles (helping for a week, managing a specific task) make it easier for more people to step in.
Make participation feel social, not transactional- Group-led efforts, friendly competition, or shared goals bring people in. It feels less like an ask and more like something to be part of. Show how many people came together and what that made possible. That sense of collective effort carries over into the next campaign.

Fundraising missteps to watch out for

Even the best fundraising ideas can fall short if they’re not executed thoughtfully. Schools often make the same mistakes, and avoiding them can save your team time, energy, and donor goodwill-

Relying on one big event- A gala or auction can be exciting, but if it’s your only fundraiser, you risk donor fatigue and unpredictable revenue. Balance marquee events with smaller, recurring campaigns.
Ignoring digital donors- Alumni and parents who live far away still want to contribute. If your fundraiser doesn’t have a digital option, you’re leaving money and engagement on the table.
Failing to communicate impact- Donors give when they see results. If you don’t show how funds translate into scholarships, facilities, or student programs, enthusiasm will fade quickly.
Overcomplicating participation- If it takes too many steps to donate or volunteer, people drop off. Keep processes simple and accessible.
Neglecting gratitude- A thank-you note or public recognition goes a long way. Forgetting to acknowledge contributions can damage relationships and reduce future support.
Burning out your core team- Advancement staff and volunteers can’t carry everything. Spread responsibilities across parents, alumni, and student leaders to keep energy high.
Not having the right technology in place- Outdated systems make it harder to track donors, personalize outreach, and run campaigns smoothly. Without the right tools, even great ideas can stall, which is why investing in the right platform is critical.

How Almabase fuels successful school fundraisers

School fundraising can be challenging as it often involves complex planning and a lot of time and resources. But having the right fundraising platform that aligns with your mission and your capacity to deliver can be a game-changer. Almabase helps you do exactly that.

It provides an integrated platform designed specifically for advancement and alumni relations teams. You get purpose-built solutions that simplify your workload, including:

A fundraising platform that’s easy to set up and manage
Streamlined event management for both in-person and virtual campaigns
Personalized communication tools to reach parents and alumni wherever they are
QR code check-ins, Virtual event ticketing, instant payments, and much more
Analytics and reporting that highlight donor impact and campaign success
Fundraising and event data that syncs back seamlessly with your CRM

Almabase helps address all the challenges from infrastructure to logistics, so your team can focus on building authentic relationships and driving long-term support.

Conclusion

Successful school fundraising requires a thoughtful approach that considers your community's unique interests and capacity. The most effective fundraisers not only generate necessary funds but also build school spirit, engage families, and create lasting traditions that strengthen your educational community.

If you’re a school on the lookout for a partner for your next fundraiser, do give us a shout! We’d love to help 🤗

FAQs

What is a school fundraiser?

A school fundraiser is an organized campaign or event run by a school, PTA/PTO, parent group, or student organization to raise money for a specific goal. This could be equipment, field trips, facility improvements, extracurricular programs, scholarships, or emergency support.

What are some good ideas for a school fundraiser?

Some of the most reliable school fundraisers include fun runs, bake sales, car washes, silent auctions, spirit wear sales, book fairs, restaurant nights, and text-to-give campaigns. The best choice depends on your school’s budget, volunteer capacity, and the kind of community participation you're hoping to create.

What school fundraisers make the most money?

Fun runs and fitness challenges typically raise the most, often bringing in $5,000–$30,000+ depending on participation and constituent size. Silent auctions, peer-to-peer campaigns, corporate challenge fundraisers, and product sales can also generate anywhere from $2,000–$20,000+, especially when paired with matching gift programs or strong community support.

25+ Proven School Fundraising Ideas That Actually Work (2026)

School fundraising brings unique excitement as well as challenges. Whether you're looking for a solution or a fresh batch of ideas, this blog should help.

Almabase

July 31, 2025

12 minutes

Read

Despite an increase in the amount of donations, the number of donors continues to decline, a worrying trend that just goes to show the importance of engaging and retaining donors. This brings us to the question of engaging and retaining supporters in a way that translates to financial support. Essentially, how do you bridge the gap between alumni engagement and actual donations?

Today, we’ll be looking at four schools that managed to provide this bridge and not only engage their alumni but also turn engagement into meaningful gifts.

Why Alumni Engagement Doesn't Always Lead to Giving: What Many Schools Miss

First, it’s essential to understand why the transition from engagement to giving often fails

1. Meaningful Alumni Participation on Giving Days

Giving Days are often the centerpiece of institutional fundraising, but many schools struggle to drive significant engagement. Traditional national participation rates remain low even after focused campaigns.

Overall, alumni giving participation has declined from 8.5% to around 7.8% in 2023. While alumni may engage with Giving Day emails, social media content, or livestreams, most don’t convert into donors.And the broader context reveals why: solicitation fatigue is real. According to recent data, 72% of alumni report experiencing “solicitation fatigue,” and 68% feel they are asked for donations too frequently. This overexposure not only diminishes the effectiveness of Giving Days, but also reduces the likelihood of alumni giving at all.

Contributing factors include:

Lack of segmentation: Without targeting audiences meaningfully, by grad year, affinity, or past involvement, the asks feel impersonal.
No peer-driven momentum: Giving Days that lack class-based challenges or visible contributor signals rarely spark viral action.
Lack of clear impact messaging: If alumni don’t see how their donation fits into a tangible outcome, it’s harder for them to commit.

Without these elements, Giving Days become missed opportunities, or just disconnected fundraising moments that fail to build on the genuine relationships alumni crave with their alma mater.

2. Disengaged Alumni Networks

A major driver of declining alumni giving is emotional disconnection. While institutions often assume that engagement ends at graduation, the data shows otherwise. According to Ruffalo Noel Levitz, alumni who feel a strong sense of connection to their alma mater are 23× more likely to give than those who don’t. Similarly, those who report being satisfied with their college experience are 4× more likely to donate.

This reinforces a crucial point: the seeds of generosity are sown long before an ask is made. Schools that cultivate meaningful relationships during and after college, through community, relevance, and shared purpose, see dramatically better outcomes. Conversely, younger alumni who feel alienated from institutional priorities or disconnected from impact areas are far less likely to give.

3. One-Size-Fits-All Communication

Despite access to better tools and data, most alumni offices continue to default to mass communication strategies such as newsletters, blanket appeals, and generic event invites that fail to reflect the diversity of alumni interests, experiences, and life stages. The result is predictable: 93% of alumni teams admit that the “benefits” they offer carry little or no perceived value. Although 81% of organizations track alumni satisfaction through Net Promoter Score (NPS), less than half do so consistently, which means negative feedback often goes unaddressed.

Perhaps most telling is this: the number of institutions with opt-out rates of 10% or higher (alumni actively asking not to be contacted) has grown 79% since 2015. That’s not disengagement; that’s alienation.

The takeaway is clear. Generic messaging could be actively harming your prospects by deteriorating trust over time. Without segmentation, relevance, and intentional feedback loops, even well-meaning communication strategies can push alumni further away.

Worse, a poorly timed or impersonal ask can make alumni feel like they’re only being contacted when the school needs money.

4. No Digital Path from Engagement to Donation

Social media engagement may look strong on the surface, but it rarely leads directly to action. Only 30% of social media followers ever convert into event attendees or donors. One major reason: the data sits in silos. Alumni data often lives in disconnected tools: email platforms, event apps, outdated spreadsheets, CRM systems, social media analytics. Without integration, advancement teams lack the full picture of an alum’s journey.

Even when engagement happens, it doesn’t inform the timing or content of fundraising asks. When alumni RSVP to a webinar, like a Facebook post, or update their contact info in a directory, those signals are often not integrated into the institution’s CRM or donor pipeline. Advancement teams miss the opportunity to respond with timely, context-aware outreach. That means schools are often “flying blind”, or missing chances to act on interest or, worse, sending irrelevant asks that erode trust. As a result, interest dissipates and potential donors quietly disengage.

The Real Problem: Engagement Without Progression

Each of these problems points to the same core issue: many schools still treat engagement as a separate function from fundraising. But in reality, engagement only gains value when it leads to action.

The schools you’ll read about next found a different path. They understood that successful advancement means treating alumni as more than donors-in-waiting: as long-term community members. And in doing so, they turned passive followers into active supporters who, in turn, became lifelong donors.

❗Tired of facing the same roadblocks? Request a demo and we'd love to know how we can help!

Real Stories: How these 4 Schools Drove Donations With Better Alumni Engagement

These case studies show how personalized outreach, digital integration, and clear value exchange can transform alumni relations and fundraising outcomes.

Boyd-Buchanan School: Prioritizing Community Before Contribution

The Challenge: Boyd-Buchanan's advancement team inherited boxes of handwritten alumni notes with no digital system in place. With just two staff members, they faced a choice: spend months manually entering outdated data or build something entirely new.

The Strategy: They chose innovation over administration. Rather than chasing alumni with immediate fundraising appeals, Boyd-Buchanan committed to a relationship-first philosophy. Their core belief: meaningful connections must come before financial contributions.

How They Built Their Community:

Digital-First Launch: Using Almabase, they created a modern alumni platform that captured engagement data automatically as alumni participated
Organic Growth Tactics: Word-of-mouth referrals and social media campaigns drove platform adoption without expensive advertising
Consistent Value Delivery: Weekly personalized emails featuring class-specific stories and school updates kept alumni genuinely interested in staying connected
Seamless Event Experiences: Streamlined registration and communication systems made every alumni interaction feel effortless and professional
The Trust-Building Approach: Their first alumni event was a casual "Coffee and Donuts" gathering designed purely to reconnect graduates with their school community. This low-pressure environment built authentic enthusiasm that carried forward to their homecoming celebration later that year.

The Payoff: When Boyd-Buchanan finally launched their inaugural Giving Day, they weren't asking strangers for money, they were inviting an engaged community to support a cause they already cared about. The result was significantly higher participation rates and sustainable fundraising momentum that continues today.

Boyd-Buchanan proved that schools don't need extensive resources or donor databases to succeed. They need patience, authentic relationship-building, and technology that makes engagement natural rather than transactional.

🔍Check out the case study here.

‍

Archbishop Riordan High School: Gamification Drives 550% Growth

The Challenge: The school was stuck with outdated fundraising infrastructure. Their donation forms weren't mobile-optimized, they had no real-time campaign tracking, and they couldn't harness the power of peer networks during critical giving moments.

The Strategy: They transformed their Giving Day into a mobile-first, competition-driven experience. Class-year challenges turned alumni into enthusiastic fundraising ambassadors for their peers. Live leaderboards and real-time donation updates created infectious energy that spread throughout their alumni network.

The strategy worked because it met alumni where they actually were: on their phones and tablets, connected to their classmates, and ready to engage in real-time.

How They Transformed Their Campaign:

Mobile-First Design: Working with Almabase, they rebuilt their entire donation experience for smartphones and tablets, where most alumni actually engage.‍
Social Giving Integration: A simple, secure and seamless donation feature which took less than a minute to complete allowed donors to share their giving across their entire social media network, turning every donation into potential peer-to-peer recruitment.‍
Real-Time Tracking: Live donation updates and measurable social influence data created infectious momentum throughout the campaign.

Riordan tapped into fundamental human psychology: competition, community pride, and instant gratification - while making the giving experience seamless across all devices.

🔍Check out the case study here.

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Merchant Taylors’ School: Aligning Engagement with Mission

Merchant Taylors' School demonstrates how institutions with limited resources can maximize impact by prioritizing meaningful engagement over immediate fundraising asks.

The Challenge: Merchant Taylors' School in the UK operated with just one staff member responsible for alumni relations, advancement, and events. With such limited capacity, they needed a strategy that would deliver maximum engagement without overwhelming their small team.

The Strategy: Rather than focusing solely on donation requests, Merchant Taylors' chose to build a comprehensive culture of alumni contribution that went far beyond financial giving. They recognized that alumni wanted to contribute their expertise and experience, not just their wallets.

How They Built Sustained Engagement:

Mentorship Programs: Connected graduates directly with current students, giving alumni meaningful ways to share their professional expertise
Volunteer Advisory Groups: Established structured opportunities for alumni to contribute to strategic school initiatives and decision-making
Seamless Data Integration: Ensured every interaction was automatically captured in their CRM through platform integrations
Value-First Approach: Positioned alumni as valued advisors and mentors rather than potential donors
The Dual-Purpose Strategy: This approach accomplished two critical goals simultaneously: it reinforced to alumni that their expertise and voice still mattered to the institution, while providing the advancement office with rich engagement data to inform perfectly timed fundraising asks.

The results validated their patience-first approach:

Annual donations tripled compared to their previous baseline
Active alumni website users grew from 900 to 3,400
90% of contactable alumni engaged at least once in the first year

Merchant Taylors' earned the right to ask for financial support by first demonstrating genuine investment in their alumni's continued connection to the school community.

🔍Check out the case study here.

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Punahou School: Driving 7,000 Monthly Engagements Digitally

Punahou School's approach shows how institutions can overcome geographic barriers by creating digital infrastructure that transforms alumni from passive recipients into active community contributors.

The Challenge: Punahou School in Hawai'i faced a unique obstacle: maintaining meaningful connections with a large, geographically dispersed alumni network. With more than half their graduates living outside the islands, traditional engagement methods like reunions and local meetups couldn't provide the consistent touchpoints needed for sustained relationships.

The Strategy: Their solution was Ka 'Ohana Punahou (The Punahou Family)—a comprehensive digital ecosystem designed for year-round alumni engagement. They recognized that digital engagement needed to be an everyday experience, not a campaign-driven effort.

How They Built Always-On Community:

Class-Year Groups: Organized alumni by graduation year to maintain peer connections across distances.
Professional Networking Directories: Created searchable databases for career connections and business opportunities.
Job Boards: Facilitated alumni-to-alumni professional opportunities and career support.
Interactive Content: Encouraged ongoing participation rather than seasonal check-ins.
The Community-First Approach: The key insight was treating alumni as active participants rather than passive recipients. Alumni were actively supporting each other, sharing opportunities, and building genuine community online.

The scale of engagement was remarkable:

7,000-8,000 alumni interact with the platform monthly
Over 5,000 alumni profiles were updated in year one
More than 15,000 messages exchanged through the directory
70% of contactable alumni engaged with the platform in the first year

Punahou created digital infrastructure that served real community needs. Alumni became active contributors, connectors, and mentors.

🔍Check out the case study here.

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What We Can Learn From These Schools

Although the four schools profiled in this article approached alumni engagement differently, varying in size, geography, and available resources, certain strategic patterns consistently emerged.

1.Segment Before You Solicit

Generic, one-size-fits-all outreach continues to be a widespread pitfall. Yet schools that segmented alumni by class year, past involvement, or affinity groups consistently saw stronger outcomes.

At Archbishop Riordan High School, real-time tracking was a defining feature of their 550% Giving Day revenue increase, demonstrating the motivational power of peer identity when coupled with competition and visibility.

Similarly, Almabase enabled Boyd-Buchanan to capture and act on fresh data from specific alumni segments, dramatically improving targeting and conversion.

2. Make Engagement the Path to Giving

These institutions didn’t treat giving as the first step in the relationship. Instead, they led with meaningful experiences such as mentorship, volunteerism, networking opportunities, and allowed financial contributions to follow organically.

Merchant Taylors’ School, for instance, focused first on time and talent by establishing mentorship hubs and advisory boards. Only after building community and trust did they see donations triple year over year.

3. Create Always-On, Digital-First Touchpoints

In a mobile-driven world like today, alumni engagement must be designed for accessibility and continuity. Punahou School’s digital alumni portal, Ka ‘Ohana Punahou, offered job boards, class communities, and directories that kept alumni engaged month after month. The result? Over 7,000 monthly users and a 70% content engagement rate in Year 1.

This kind of always-on infrastructure shifts engagement from event-driven spikes to sustained digital presence, which is an essential foundation for any modern fundraising pipeline.

Conclusion

These four schools prove that declining alumni engagement is a solvable challenge. The solution is to flood inboxes with more appeals or to create flashier campaigns. Instead, it requires a fundamental shift toward strategic relationship-building powered by the right digital infrastructure.

Each institution succeeded by understanding a core truth: sustainable fundraising flows naturally from sustained engagement. Whether it's Boyd-Buchanan's patient community-building, Archbishop Riordan's mobile-first competition, Merchant Taylors' value-driven volunteerism, or Punahou's always-on digital ecosystem, the common thread is clear: technology should amplify authentic relationships.

The advancement teams that thrive in today's landscape are those who can segment alumni meaningfully, create seamless digital experiences, and position giving as the logical next step in an already-valuable relationship.

FAQs on Alumni Engagement and Fundraising

1. What are the best alumni engagement strategies for schools?

The most effective strategies are those that go beyond communication and foster real, ongoing relationships. These include:

Personalized outreach based on class year, geography, or past involvement.
Peer-led challenges and campaigns, such as class-year competitions and leaderboard integration.
Mentorship and volunteer opportunities that give alumni meaningful ways to contribute their time and expertise
Digital community platforms for alumni to connect, support, and collaborate year-round.
Digital storytelling that connects nostalgia with tangible impact, helping alumni see how their support makes a difference.

These strategies work because they create value for alumni first, before any fundraising ask is made.

2. What makes a Giving Day successful?

Successful Giving Days are built on more than just mass emails or nostalgia. High-performing campaigns often share four characteristics:

Segmented outreach with relevant messages for different alumni cohorts.
Mobile-first, personalized giving pages to reduce friction in the donation experience.
Gamification, such as class-year competitions and leaderboards, to create momentum.
Real-time updates and peer-to-peer engagement that make alumni feel part of something active and urgent.

Giving Days that are integrated into a broader strategy and not treated as one-off asks are far more likely to generate meaningful participation.

3. How do I convert alumni engagement into donations?

Conversion happens when engagement is continuous, meaningful, and measurable. The most successful institutions follow a clear progression:

Start by offering value through volunteer roles, mentorship, networking events, and alumni recognition.
Track engagement signals such as event attendance, portal logins, or directory updates.
Tailor your fundraising asks based on those signals and the individual’s relationship with the institution.

As shown in the Merchant Taylors’ and Punahou case studies, when alumni feel their time, voice, and expertise are valued, they’re more likely to give, even without needing a hard sell.

Still have questions? Talk to an expert and get your own personalized demo! →

How Four Schools Turned Alumni Engagement Into Sustainable Fundraising

School fundraising is no easy task. Learn how four schools turned their alumni engagement into fundraising success as well as what you can learn from them.

Anwesha Kiran

July 30, 2025

12 minutes

Read

“You don’t need to chase shiny things to make a difference—just do the work, stay grounded, and focus on what truly matters.”

— Tyler Reich, AVP for Advancement and Executive Director of University Relations, Willamette University

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Meet Tyler from Willamette University

We recently caught up with Tyler to talk about his quietly powerful $160M campaign, a complete rethink of alumni communications, and his philosophy of doing the work that matters.

Tyler is the AVP for Advancement/Executive Director of University Relations at Willamette University. With over 18 years of experience, he has successfully closed significant gifts, implemented data-driven programs, and achieved notable results in team expansion, volunteer engagement, and annual fund growth. Tyler's approach combines innovation and data-driven decision-making with the art of relationship-building. He believes in creating joyful philanthropic experiences and meaningful donor engagement.

Tyler posing with his AB50C 2023 trophy (formerly 50U50)

$160M Raised, Without Ever Going Public

Willamette wrapped up a seven-year comprehensive campaign in 2023, exceeding its $150M goal with $160M raised - all without ever making a public announcement. When the pandemic hit, Tyler and team made the bold decision to reallocate campaign launch resources to student support instead.

That meant no “campaign” fanfare. No glossy countdowns. Just results.

They later celebrated the impact through storytelling and video, highlighting what the institution accomplished thanks to donors - without ever calling it a campaign. Now that’s impact, minus the noise.

Redefining the Alumni Magazine

Tyler led an 18-month overhaul of Willamette’s alumni magazine, transitioning from siloed, outdated publications to one unified storytelling vehicle.

The result? A modern, institution-wide magazine that tells the stories of “Willamette characters” solving the world’s wicked problems. Outdated class notes and obituaries were moved online for timeliness and sensitivity.

The printed version now focuses purely on powerful stories and has already won multiple national awards. With 38,000+ households reached annually, it’s become a lasting engagement tool - one that even alumni spouses have requested to receive.

Digital-first, But Not Digital-only

Understanding today’s alumni preferences, Tyler’s team created a hybrid model - class notes, updates, and social content online for real-time engagement; rich storytelling in print for longevity.

When Tyler saw the magazine in a local dentist’s office (a proud alum’s waiting room), it was a full-circle moment: “That’s our work, sitting right there in the wild.”

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What next for Tyler and Willamette

Now post-campaign, Tyler is focused on foundation-building over trend-chasing. That means:

Conducting a fresh alumni survey to assess engagement shifts
Evolving WU Stream virtual programming based on alumni feedback
Exploring AI for personalized communications—without losing the human touch
Preparing the groundwork for Willamette’s next big campaign

Tyler believes that thoughtful, strategic tech adoption—done right—can power deeper, more personal alumni engagement. But it must always serve the mission, not replace the people.

We asked Tyler a bunch of fun questions during our rapid-fire round

Tyler Reich is proof that lasting change doesn’t always need a spotlight. Whether he’s leading a $160M campaign without a big reveal or rebuilding alumni communications from scratch, Tyler stays rooted in impact and relationships.

Want to follow Tyler’s journey? Here’s his LinkedIn.

‍

#TheOG50: The one with Tyler Reich

We recently caught up with Tyler from Willamette University to talk about his quietly powerful $160M campaign, a complete rethink of alumni communications, and his philosophy of doing the work that matters.

July 30, 2025

12 minutes

Read

Alumni networks are a vital part of any institution. Beyond the fond memories, they offer a lot of opportunities and goodwill that can help your institution tremendously. However, figuring out how to leverage alumni networks effectively is a long-term problem that requires quite a bit of work.

In this blog, we’ll break down the basics of getting the most out of your alumni network to help you grow your institution. But first, let’s talk about why these alumni networks are so important today.

Why do alumni networks matter more than ever?

As advancement leaders look for scalable, mission-aligned growth, the role of alumni networks has steadily shifted from tradition to transformation. Here’s how a well-engaged alumni network can drive impact where it matters most:

Fueling fundraising: The most apparent need is in the gifts of all sizes that alumni provide out of goodwill to various funds, events, and programs. With matching gifts, peer-to-peer fundraising, and other avenues opening up over the past several years, an engaged alumni network has never been more important. Engaged alumni give far more generously; they’re about 3x more likely to donate to their alma mater.
Recruiting new students: When engaged alumni share their success stories, participate in events, and advocate for your institution it creates a ripple effect. By doing so, alumni bring trusted word-of-mouth to prospective and current students. Alumni involvement in admissions events, campus visits, and online outreach can boost applications and enrollment by showcasing real-life outcomes.
Open career doors: Industry-connected alumni often hire or mentor graduates from their alma mater, giving current students insider access to fields. Surveys also show that alumni who mentor students become far more invested in the institution; mentors were found to be 200% more likely to donate later on.
Offer strategic insights: Alumni bring a real-world perspective back to campus. Listening to alumni feedback ensures that programs stay up-to-date and that communications resonate with both alumni and prospective students.
Drive Advocacy and Word-of-Mouth Promotion: Even alumni who don’t donate still actively promote their alma mater.
According to a PEG Ltd survey, 33% of non-donor alumni regularly promote their university, highlighting how alumni advocacy boosts reputation and can attract future students and donors, even in the absence of financial support.

Survey on how often non donors promote their university

Strategies for leveraging alumni networks

No two alumni networks are the same, and neither should be your approach to engaging them. From digital tools to personal outreach, the most effective strategies blend data, storytelling, and real connection. Whether you’re just getting started or looking to scale, here are 9 proven ways to make your alumni network a powerful engine for advancement:

1. Start with Segmentation: Not All Alumni Are Equal

Segmentation helps personalize your outreach and gives you a great view of which part of your alumni network will work best for any specific program or initiative. For example, major donors might be great for ambassador programs while successful business owners would make for great mentors or career opportunity programs.

Segment your alumni by:

Class year or decade
Career stage or industry
Giving capacity or past donation behavior
Geographic region
Past engagement (event attendance, opens, RSVPs)

And much more depending on what segments and programs you have in mind

💡 Tools like Almabase’s Engagement Tile on RE NXT help you track and act on these segments directly inside your CRM. You can filter alumni by dozens of variables and send targeted campaigns based on real-time data.

2. Automate and Personalize Email Outreach

Alumni want to feel remembered, not marketed to, and any attempts at making the most of your network will fall flat if your alumni feel you are simply extracting what value they can provide. Automate your communication with personalized email flows that address alumni by name, acknowledge their class year, or tailor messages based on past engagement. These could be:

Updates on how past gifts are being used
New mentorship or networking opportunities based on career stage segments
Welcome emails for recent grads
Personalized invitations for regional events
Career-specific newsletters

3. Encourage Alumni Giving and Volunteerism

Giving is perhaps the most direct way in which your alumni network can provide value to your institution. Providing an accessible point for all your programs, events, and fundraisers as well as having flexible giving options will allow you to give your alumni the best experience possible and encourage future support. Providing a smooth giving experience is your way of telling alumni that you are also doing your best to fuel vital fundraising efforts for your institution.

4. Host Engaging Events

Events remain at the core of both growing and leveraging your alumni network. A well-timed event can not only engage but also expand your alumni network while raising funds and providing value for your wider constituent base.

Personalized events can take this a step further by engaging specific chapters or affinity groups. These events may be smaller than your homecomings or reunions but go a long way in turning specific segments into loyal supporters and ambassadors.

💡‍Active members of your alumni network make for great ambassadors to promote events or as champions for peer-to-peer fundraisers.

5. Launch Alumni–Student Mentoring Programs

Mentorships are one of the most time-tested and easy value programs for both students and alumni. You’ll want to match mentors and mentees based on career goals, fields of study, or shared interests for maximum impact.

6. Career and Networking Opportunities

Beyond mentorship, alumni can open doors by sharing job leads, offering internships, or speaking on industry panels for fresh graduates. Even alumni looking for a career change or new job opportunities can benefit from it. These opportunities build professional loyalty and turn alumni into ambassadors. You’ll want to create a centralized hub where alumni can:

Share/search job postings in companies
Promote their businesses and services
Access an alumni directory to learn more about specific alumni

7. Celebrate Alumni Success & Share News

Stories and recognitions not only make alumni feel seen but can also create a ripple effect that inspires more participation and giving on your various future programs. Recognition fosters pride and loyalty and inspires other alumni to reconnect or contribute. Highlight the impact by showcasing the alumni's success through storytelling, visuals, and transparent updates. Offer ways to give back that match their preferences:

Spotlight their wins in:

Email newsletters
Social media shout-outs
Campus blogs and alumni magazines

and much more...

8. Track Engagement with Data & Analytics

On a more strategic side, understanding what works and what doesn’t requires consistent data tracking. Monitor open rates, event registrations, volunteer activity, and giving behavior to refine your engagement approach. Use these insights to:

Identify highly engaged alumni for leadership roles
Spot disengaged segments that may need reactivation
Optimize timing and content for future campaigns

9. Provide Self-serve Opportunities

Finally, for your various alumni programs and features, you’ll want to create self-serve opportunities wherever possible. The most common examples are in alumni directories where alumni can update their own information and create their own groups, or in mentorships and career opportunities where they can both share and find jobs all on their own.

These opportunities allow your community to grow and help each other organically, creating a sense of kinship with little oversight from your team apart from the initial setup and continued moderation.

Final Takeaway

Your alumni network is an invaluable resource that grows or declines variably depending on the effort and opportunities you provide it with. While fundraising, events, and mentorships remain the staples, the scalable value in segmentation, personalization, self-serve engagement, etc. have become indirect yet essential strategies for getting the most out of your alumni network.

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FAQ’s

How do you leverage an alumni network?

Use it to fuel scholarships, boost enrollment, and strengthen career services. Alumni can help with fundraising, mentor students, open doors to jobs, and advocate for your institution in the real world. It’s about turning connections into impact.

Who has the largest alumni network?

Penn State University boasts the largest alumni network with over 800,000 living alumni, leveraging its scale for diverse regional chapters and industry-specific affinity groups.

How do alumni networks work?

Alumni networks operate on engagement hubs; both digital (platforms, social media groups) and in-person (meetups, reunions), facilitating connections through curated content, career fairs, and volunteer opportunities that match members’ interests.

What is an alumni strategy?

It is a roadmap that integrates communication, events, data analytics, and targeted campaigns to deepen bonds, track engagement metrics, and align alumni activities with institutional goals.

Are alumni networking events worth it?

Absolutely! When designed around clear outcomes (job placements, fundraising benchmarks, mentorship matches), they yield a high ROI by activating ambassadors who drive referrals, donations, and brand awareness.

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How to Leverage Alumni Networks to Boost Your Institution’s Growth

Learn how to get the most out of your alumni network to help your grow your institution's programs and efforts. We'll explore a variety of strategies.

Sharada Koti

July 25, 2025

12 minutes

Read

Get nominated for AB50C 2025. — Get nominated today!

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“I work with great people. That’s what makes this job easier.”

— Joe Volin, Associate Vice President for Constituent Engagement, Illinois Tech

Meet Joe, the Associate Vice President for Constituent Engagement at Illinois Tech.

We recently caught up with Joe to talk about his work on alumni engagement, how he's using AI to scale relationships, and why sometimes, the best strategy is just listening.

When we first recognized Joe as part of the original 50 Under 50 list, he was already making waves at Illinois Tech. Today, as Associate VP for Constituent Engagement, he continues to build meaningful connections between the university and its alumni - but with a much bigger toolbox.

Joe now leads a team of nine and oversees alumni engagement, annual giving, boards of advisors, and the Mies van der Rohe Society. But beyond the titles and org charts, what really drives Joe? “I work with great people who are passionate about what they do. That’s what keeps me going,” he says.

Moving thousands with Illinois Tech Connect

Joe led the transition from their previous alumni platform to Illinois Tech Connect, powered by Almabase. The change wasn’t just a software swap - it was a total reimagining of how alumni connect with their alma mater.

With a sharp focus on user experience, Joe’s team merged the engagement platform with their alumni database and even extended it to support mentoring. The result? An increase from ~2,000 active users to nearly 4,000 engaged alumni - and a new way to define and measure engagement meaningfully.

AI meets Advancement

Ahead of the curve, Illinois Tech became one of the first to adopt Givzey’s virtual engagement officer, Scarlet. The adoption of Scarlet was led by Susan Lewers. Since October, Scarlett has been managing a portfolio of 1,000 alumni - digesting emails, tracking interactions, and driving outreach. Joe credits Scarlet with helping do more with the same resources and sees AI as a core part of future advancement strategy.

Alumni insights, backed by data

Joe’s not just about gut feel - he’s got the reports to back it up. Following an all-alumni survey, Illinois Tech now knows their most active volunteers are from the 90s and 2000s, while their most generous donors are from the 70s and 80s. These insights have helped refine engagement strategies and personalize outreach based on where alumni are in their life journey.

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What’s next for Joe and Illinois Tech

With a strong, cross-functional team and data-led strategies, Joe’s eyes are set on deepening engagement across decades, expanding mentorship, and unlocking more ways for alumni to feel seen and valued - even as the world shifts toward AI and automation.

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We asked Joe some fun questions during a rapid-fire round

Joe's very own AB50C trading card — Joe's official AB50C Trading Card

‍Want to connect with Joe?

Here’s his LinkedIn →

‍

#TheOG50: The one with Joe Volin

We recently caught up with Joe Volin from Illinois Institute of Technology to talk about his work on alumni engagement, how he's using AI to scale relationships, and why sometimes, the best strategy is just listening.

July 22, 2025

12 minutes

Read

“Anybody can do data entry. But that doesn’t mean anyone will do it correctly.”

— Amelia Ketzle, Director of Records & Data Management, Southern Illinois University Foundation

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Meet Amelia, the Director of Records & Data Management at SIU Foundation

We recently caught up with Amelia to talk about her mission to restore data quality and how she’s advocating for the unsung heroes in advancement operations.

Amelia has been with SIU for the last two decades. From gift processing to data analytics, her well-rounded experience enables her to comprehend the IT needs of colleagues in higher education fundraising and alumni relations. Amelia excels in delivering exceptional reports and software solutions to drive their success.

Rebuilding trust in data

When Amelia stepped into her current role, she inherited a database where data integrity functions had not had the attention they deserved for some time. While not the flashiest of projects, she rolled up her sleeves and worked to restore confidence in the quality, consistency, and integrity of the Foundation’s data for the past two years. Today, thanks to her persistence, the database is on its way to once again being a trusted source powering outreach, fundraising, and engagement.

Fighting for fair pay behind the scenes

Amelia’s biggest goal? Ensuring her team gets the recognition (and compensation) they deserve. Many of her colleagues work in roles that are essential but often overlooked - data entry, backend management, and admin operations. Amelia has added her voice to advocate for upgrades, working with SIU Foundation's leadership team to successfully upgrade pay for some of SIU’s lowest-paid team members. She’s on a mission to make sure good people don’t have to leave just to grow.

Leading SIU’s AI evolution

SIU Foundation is actively exploring AI, and Amelia's team is right in the thick of it. From experimenting with Microsoft Copilot to streamlining tedious data tasks, she and her team are pushing themselves to find everyday efficiencies. The approach is pragmatic: AI isn’t a threat - it’s a tool, and the key is learning how to use it well.

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What’s next for Amelia and SIU

Amelia’s vision is simple but powerful: make data work more visible, valued, and fairly rewarded. As the Foundation embraces AI and digital tools, she’s focused on helping her team grow with it - and making sure no one gets left behind.

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Amelia BTS (Behind The Screen)

We asked Amelia some fun questions during the rapid-fire round

Want to connect with Amelia?

Amelia Ketzle on LinkedIn

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#TheOG50: The one with Amelia Ketzle

We recently caught up with Amelia Ketzle from Southern Illinois University, Carbondale to talk about her mission to restore data quality and how she’s advocating for the unsung heroes in advancement operations.

July 21, 2025

12 minutes

Read

Today's alumni represent far more than potential donors. They're engaged community members, passionate advocates, and partners in your institution's mission. Nowadays, the most effective ways to boost alumni donations are more aligned than ever with forging long-term relationships.

Building meaningful relationships with them requires a strategic blend of personalization, compelling storytelling, targeted outreach, innovative digital tools, and authentic community building. In this blog, we’ll be exploring some of the most effective ways to boost alumni donations to ensure a long-term mutually beneficial relationship with your community.

1. Create Personalized Giving Experiences

Nobody wants to feel like just another name on a mailing list. Research from Salesforce reveals that 66% of people expect organizations to truly understand their individual needs and preferences, and alumni are no exception.

The most successful donation campaigns start with smart segmentation that treats each alumnus as a unique individual with distinct interests and giving patterns. Instead of generic appeals, imagine sending messages like: "Remember the library you helped fund five years ago? Here's how students are using it today to launch groundbreaking research." Or: "We know you were passionate about theatre during your time here - would you consider supporting this year's student production?"

💡Behaviorally-targeted email campaigns see conversion rates that are 2.8 to 300 times higher than those using generic messaging. A simple personal touch can deliver remarkable results.

2. Tell Stories that Drive Impact

A donation is as much about impact as it is about money. It’s about making a contribution. When alumni understand how their contribution changes lives, they're far more likely to give.

The Science Behind Story-Driven Giving

Research shows that 87% of donors are influenced by emotional appeals. Some research even suggests that when people view emotional narratives, their brains release oxytocin, the "connection hormone," leading participants to donate 56% more compared to those who didn't experience this response.

The best alumni stories follow a simple arc: challenge, impact, and hope. "Sarah couldn't afford textbooks. Thanks to alumni donations, she received a scholarship. Today, she's a pediatric nurse saving lives."

Tips for Alumni Storytelling:

Feature diverse alumni voices across different decades and career paths
Find stories that align with upcoming campaigns or annual events
Tap into your institution's cultural history
Don't make your solicitations blatant
Have CTAs strategically placed in line with your storytelling
Show tangible outcomes, like, "This scholarship helped 15 students graduate debt-free"

3. Focus on Building an Active Community

Alumni are far more likely to give when they feel part of a vibrant community rather than simply being solicited for gifts. According to RNL's 2024 National Alumni Survey, alumni who feel connected to their alma mater are 23× more likely to donate than those who feel disconnected.

Host Local Alumni Meetups and Webinars:

Regional in-person and virtual events such as coffee chats, panel discussions, live webinars re-establish bonds among classmates and with the institution. Alumni who participate in live events are 2.5× more likely to donate compared to non-attendees.

Launch Mentorship Programs:

Formal mentoring pairs current students with alumni, fostering intergenerational relationships and affinity. Alumni who serve as mentors are 156% more likely to have donated to their institution.

Why Community Drives Giving:

Feeling part of an alumni "in-group" fosters lasting emotional bonds. Regular non-fundraising interactions build credibility, making alumni more receptive to donation appeals when they come.

Pro Tips:

Blend in-person and virtual activities to maximize accessibility across geographies
Segment invitations by alumni cohorts for maximum relevance and engagement

By prioritizing genuine community building before making asks, institutions cultivate lifelong relationships that underpin sustainable fundraising success.

4. Use Data-Driven Campaigns

The most successful fundraising are extremely data-driven. A truly data-driven campaign goes beyond email open rates to leverage the full spectrum of alumni behavior at every stage of your strategy.

Track Key Engagement Signals

Website behavior, such as, time on your giving page, clicks on impact stories can reveal "warm leads." For most nonprofits for example, a good donation-page conversion rate falls between 1% and 4%.

Social media engagement also uncovers high-potential donors. Institutions that adopt integrated social media tools see up to 40% higher fundraising results compared to peers who don't. Social referrals drive 87% of second gifts, making click-path tracking from posts to donation forms essential.

Volunteers Are Your Best Prospects

Among Americans who volunteer with a nonprofit, 79% also make a financial contribution to that organization. High-net-worth volunteers are 69% likely to volunteer after giving, creating a powerful cycle of engagement.

A/B Testing

Small tweaks in email subject lines, calls to action, or landing-page layouts can yield large gains. A/B testing subject lines can improve open rates by up to 49%. Test one variable per experiment, such as the subject line, the preview text, or sender name,to achieve statistical significance.

💡Use platforms like Almabase to unify event, web, social, and volunteer data into a single dashboard. This enables you to segment audiences by real-time engagement and launch targeted campaigns while reducing donor fatigue.

5. Launch a Giving Day With a Competitive Twist

Adding a competitive edge to your annual giving day can transform a simple fundraising push into an immersive, high-energy event that drives both participation and dollars. Real-time leaderboards, head-to-head challenges, and unlockable goals create urgency, community pride, and social proof that motivate alumni to give and give again.

Some Proven Gamification Ideas

Real-Time Leaderboards: Display live rankings for teams by number of gifts or dollars raised, updating hourly to spur friendly rivalry.
Team-Based Challenges: Divide alumni into competing cohorts by graduation decade, academic unit, or geography. Offer prizes when cohorts hit donation thresholds.
Unlockable Milestones & Badges: Set stretch goals like "Unlock a $20K scholarship match at 1,000 total donors" and award digital badges for individual milestones.
Donor Spotlights & Social Sharing: Feature live video "shout-outs" for top donors and encourage campaign hashtag use with auto-posted leaderboard updates.
Progress Bars & Thermometers: Integrate individual fund progress bars beside the overall campaign thermometer to guide donors to under-supported areas.

6. Showcase Micro-Impact

Not everyone can give $10,000, and that's okay. Micro-impact appeals show donors exactly how their small gift drives real outcomes, making a donation feel both achievable and meaningful.

According to NextAfter’s CaringBridge micro-ask experiment, framing a $25 ask lifted conversion rate by 39.1% and revenue by 32.9% over a control group.

Effective Micro-Impact Examples:
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- $50: "Buys textbooks for one undergraduate student"
- $100: "Funds one month of internet connectivity for a remote learner"
- $250: "Underwrites a weekend retreat for four at-risk youth"

Key Takeaways

Frame asks in familiar, round-number increments (e.g., $25, $50, $100, $250).
Tie each amount to a specific, tangible outcome to boost response.
Optimize micro-asks for mobile: small gift appeals are even more critical when average mobile gifts are $76 versus $145 on desktop.

By showcasing how every dollar makes a clear difference, you empower more alumni to give and sustain long-term engagement through visible, immediate impact.

7. Re-engage Lapsed Donors Intentionally

Former donors are some of your best prospects. Having given before, they already understand and care about your mission. A separate, impact-focused campaign such as "Here's what's changed since you last gave" could reignite their support.

According to Avid AI, reactivating a lapsed donor is 5× more likely to succeed than acquiring a new one. Blackbaud's research reports a first-year reactivation rate of 8.2% for donors lapsed in the last 1–5 years.

Key Tactics for Re-engagement

Segment by Giving Behavior to Speak Their Language

The most effective approach to lapsed donor reactivation starts with sophisticated segmentation using RFM (Recency, Frequency, Monetary) analysis. This method evaluates when donors last gave (Recency), how often they contributed (Frequency), and their total giving amount (Monetary value). Each factor serves as a predictor of future giving likelihood.

Then layer in peer-cohort data (“Class of ’19 peers have funded three new research labs this year”) to harness social proof.

Institutions using RFM segmentation isolate over 90% of dollars likely to be raised in a reactivation campaign, driving highly targeted asks that respect donor history and maximize ROI

Show What's Changed:

Instead of generic appeals, send a concise impact report—“Since your 2019 gift, 1,200 graduates have completed their degrees debt-free, and our new scholarship program supports 45 students each year”—paired with a 60-second video testimonial from a beneficiary. The Association of Fundraising Professionals has found that as many as 87% of donors are influenced by emotional appeals in their decision to give. Universities using video in alumni campaigns see up to 72% quicker giving-day participation.

3.Conduct Donor Exit Interviews

Just as companies conduct exit interviews with departing employees, nonprofits should reach out to lapsed donors to understand why they stopped giving. According to The Chronicle of Philanthropy, conducting thoughtful exit interviews with lapsed donors can provide crucial insights into retention issues and help prevent future lapses.

8. Make the Donation Process Seamless (Especially on Mobile)

Over half of nonprofit website traffic now comes from mobile devices, yet, mobile donation forms still underperform. If your alumni reach your page and are met with clunky design, tiny buttons, or endless fields to fill, they’ll bounce before you even register their intent.

Optimize your mobile giving flow with these evidence-backed tactics:

Pre-fill forms for logged-in users (name, email, graduation year). Studies show pre-filled fields can boost form conversions by nearly 200%.
Integrate digital wallets (Apple Pay, PayPal, Venmo). Mobile conversion rates fall from 11% on desktop to 8% on mobile; every tap you remove narrows that gap.
Show progress bars or step indicators (e.g., “Step 2 of 3”), which have been shown to lift mobile completion rates by over 20% in multi-step form tests.

💡 Treat your donation form as a product. Use heatmaps to pinpoint drop-off points, and A/B test individual elements like field count, button text, or layout. Check out this blog on creating accessible, high-performance donation forms

9. Highlight Matching Gifts and Alumni Challenges

Matching gifts don’t just double the donation they double motivation. When alumni know their contribution will be matched dollar-for-dollar, 84% say they’re more likely to give.

To make the most of this:

Highlight match offers clearly - on the giving page, in emails, and across social channels. Donors should never have to guess whether a match is available.
Run time-bound alumni challenges, like, “If 75 alumni from the Class of 2013 give this week, a $25,000 match from a lead donor will be released.” Urgency + community = action.

Matching and challenge campaigns work best when they’re highly visible, time-limited, and framed as collective impact tools. You’re not just asking for a gift, you’re offering alumni the chance to unlock additional funding, spark friendly competition, and amplify every individual contribution into a larger community achievement.

10. Follow Up (With Gratitude and Results)

Timely, specific, and authentic gratitude closes the loop and transforms one-time givers into lifelong supporters.

First, thank donors within 24 hours. Nonprofits that acknowledge gifts in under 24 hours achieve a 60% donor retention rate, compared to the industry average which comes in at just under 35%.

Next, send short visual impact updates. This could look like a short 60-second video or an infographic that spotlights exactly what their gift accomplished. Crowdfunding campaigns featuring personal videos raise 150% more on average than those without.

Then, mark donation anniversaries with personal reminders like, “One year ago today, you funded our new reading room—here’s how it’s thriving.” Simply repeating your impact message in a follow-up mailing can boost campaign revenue by 33%, adding new gifts without cannibalizing the original appeal.

Finally, share real stories from beneficiaries: quotes or brief clips from students and faculty, so alumni see their legacy in action. When donors feel consistently seen and valued, they’re far more likely to give again when the next ask comes around.

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Final thoughts

The most successful fundraising programs have one thing in common: they treat alumni as partners, not prospects. When you combine data-driven insights with authentic storytelling and seamless giving experiences, you create a foundation where donors feel valued, informed, and eager to contribute.

Start with the strategies that align with your current resources—whether that's launching your first giving day competition or implementing micro-impact messaging. The institutions seeing 2-3x higher giving rates aren't doing anything magical; they're simply executing these proven approaches consistently.

10 Effective Ways to Boost Alumni Donations

Explore some of the most effective ways to boost alumni donations to ensure a long-term mutually beneficial relationship with your community

Anwesha Kiran

July 18, 2025

12 minutes

Read

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