Fundraiser RSVP & Day-Of Reminder System
A done-for-you nonprofit automation built for the Special Events Coordinator, connecting Twilio, Mailchimp, and Google Calendar so the work below happens on its own.
What this automation does, step by step
Guests who RSVP to a fundraiser or community event through the registration page are automatically added to the guest list, sent a calendar invite, and placed on a communication track that includes a reminder one week out and a final reminder the morning of the event with parking and check-in details.
Events that hit capacity automatically switch to a waitlist, and any guest who cancels frees up a spot that's offered instantly to the next person in line rather than staff manually managing an overflow list by hand.
No-shows are tracked automatically across events, giving the special events coordinator a real attendance-rate benchmark to plan capacity for the next event instead of guessing.
Every event runs the same reliable RSVP and reminder cadence without staff rebuilding the process from scratch each time.
- Eventbrite or Qgiv
- Zapier or Make.com
- Google Calendar
- Twilio
- Mailchimp
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done manually, a special events coordinator has to remember to follow up on every case individually, often relying on memory, phone calls, and whatever notes didn't get lost.
With this automation
- Win-back sequences triggered by inactivity, not guesswork
- Renewals and memberships that never lapse silently
- Referral and loyalty programs that track themselves
- Segmented campaigns built from actual purchase history
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