Fundraising Handover

Handover – Fundraising’s missing link        

A fundraiser isn’t truly complete until the handover report is written. While the report itself must be prepared after the event, many wrap-up tasks can be completed in advance to reduce the post-event workload. Anyone who has managed a fundraiser knows the exhaustion that follows. The urge to shut out the world for a while is strong—until, of course, we forget the struggle and sign up to do it all over again!

To ease the burden, certain tasks can be prepared in advance. This proactive approach allows you to focus on celebrating your achievements rather than being bogged down by administrative tasks. Here are three essential tasks to complete before the event concludes:

Thankfully, and no surprises, we have created an editable excel template which can be found in our toolbox. Members have full permission to download and edit this template to your heart's content! Signing up as a member is also free :-)

In my book 'The practical guide to fundraising for school and club volunteers', (available on Amazon!) I draw analogies to business models. Success doesn’t just happen. It requires planning. Businesses that are successful have succession plans for key personnel. They have guides, manuals and reports to enable tasks to be carried out despite personnel changes. This is ‘corporate knowledge’.

Certificates of Appreciation

While you are tidying up after your event, there are other tasks that need to be completed. Whether included in sponsorship agreements or not, Certificates of Appreciation are a great way to acknowledge sponsors, volunteers, and supporters. For major sponsors, framed certificates add a special touch, while smaller sponsors can receive A4 printed versions. 

Tip: Have these designed before the event. Apps like Canva, with their free templates, make them easy to create and very professional. Either have standard certificates for your organisation or make sure the design aligns with the event theme.

Thank-You Letters

A well-crafted thank-you letter expresses gratitude and reinforces future partnerships. Draft the letter in advance, leaving space to add final fundraising figures after the event. Highlight tangible outcomes made possible by their support. For example:

“Because of your support, we have been able to invest in a classroom set of iPads. This will enhance learning opportunities and particularly benefit students with learning challenges.”

Tip: Assign a ‘thank-you’ convenor—someone who may not be available for hands-on event support but can contribute remotely by personalising and distributing these letters.

Feedback Requests

Gathering feedback ensures continuous improvement. If multiple team members are involved, provide them with a simple post-event feedback form beforehand. For large events like fetes, ensure each stallholder completes a feedback summary. This approach enhances feedback quality and ensures it is submitted promptly.

Tip: Ask for specific ‘tidbits’ of feedback that may seem minor but collectively make a significant impact on future events.

The Missing Link: A Comprehensive Handover Report

Once the event is over, it’s tempting to think, “That’s a wrap! We’re done.” But without detailed handover notes, the next team may find themselves reinventing the wheel. This unnecessary repetition wastes time, energy, and valuable knowledge.

Successful businesses document their processes to ensure continuity despite personnel changes. Fundraising committees should do the same. Unfortunately, many school and community groups rely on fragmented information—bits scribbled on paper or stored in individual memories. When key members move on, that knowledge is lost.

When thinking about a handover, you don’t need a successor lined up immediately. Instead, think of it as a process that involves documenting what happened to save future teams time and effort.

A well-structured handover report prevents this loss and ensures continuity for future fundraising success.

Essential Components of a Handover Report

A comprehensive handover report should include:

• Key dates for event planning and execution
• Contact details of suppliers, sponsors, and volunteers
• Task breakdown including special skills required
• Profit and loss statement to measure financial success
• Copies of marketing materials, order forms, sponsorship proposals, media releases, and thank-you letter templates
• Inventory records of purchased and leftover goods, with storage locations

Adding Value and Saving Time

Handover notes should go beyond logistics. They should include a critical analysis of the event:

• What worked well?
• What didn’t work?
• Were the timelines realistic?
• Would you use the supplier again?
• What improvements could be made?
• Is this fundraiser worth repeating, or should efforts be redirected elsewhere?

The Importance of Safe Storage

Each fundraising initiative should have its own handover manual. Larger events, such as school fetes, should have individual manuals for each stall or component. Store reports in a secure, central location and keep digital copies in cloud storage (Google Drive, Dropbox, etc.) to prevent loss from unforeseen events like floods or misplaced documents.

With cloud storage, it’s easy to create structured file systems that allow selective access to different volunteers. Treasurers or secretaries can help set this up, ensuring files are stored in a way that’s easy to retrieve when needed.

The Final Step: Sharing and Reflecting

Handover notes are most effective when completed as a team while memories are fresh. Consider making this process enjoyable—meet at a coffee shop and conduct a ‘postmortem’ discussion over refreshments.

Seek feedback from supporters through online surveys (using tools like Google Forms or SurveyMonkey) and request input from sponsors. At minimum, share preliminary results with them to strengthen future partnerships.

Conclusion: Setting Future Fundraisers Up for Success

Once the handover manual is completed, it truly is time to take a well-deserved break. Documenting both successes and challenges ensures future fundraising committees can build on past efforts rather than starting from scratch. By investing a little time now, you’ll be leaving a lasting legacy for those who follow in your footsteps.