Booster Club Communications Calendar: Month-by-Month Plan
Updated Oct 8, 2026
A booster club communications calendar lists, month by month, every message the club plans to send to families, donors, and sponsors, along with the channel and the board member responsible. The communications chair builds it in early summer and the board approves it with the budget. A written calendar keeps messages spaced so parents are not flooded in one week and silent for the next six, makes sure the year-end report and thank-yous actually happen, and gives the next board a plan to start from.
The calendar below assumes a school year from mid-August to early June with a fall-season program. The section after it explains how to shift it for winter and spring programs and for schools that start after Labor Day.
How to Build the Calendar
- Start with fixed dates. School start, registration, the program’s season schedule, concerts or home games, holidays, and testing weeks. Get them from the school in June.
- Add the club’s events. Kickoff night, fundraisers, the banquet, general meetings, and elections.
- Add the recurring messages. The monthly newsletter, social media rhythm, and event reminders.
- Add sponsor and donor touchpoints. Renewal asks, fulfillment reports, and thank-yous.
- Check the density. No more than about four emails a month to the full list outside the back-to-school window, and no two major asks in the same month.
- Assign an owner to every line. A message with no owner does not get sent.
- Keep it in a shared, club-owned file linked from the procedure book.
Month-by-Month Calendar
| Month | Key messages | Channels | Owner |
|---|---|---|---|
| June | Year-end impact report; thank-you to volunteers and sponsors; officer transition; summer sponsor renewal asks | Email, website, letters | President, communications chair, sponsorship chair |
| July | Calendar built; templates updated; website refreshed; membership form live; sponsor asks continue; summer letter paragraph to coach or director | Internal, website, letters | Communications chair, membership chair |
| August | Welcome-back email; registration and orientation tables; welcome email to new families; membership ask; kickoff night announcement; text opt-in confirmations | All | Membership chair, communications chair |
| September | Kickoff night; membership reminders and deadline; first volunteer asks; first general meeting; first monthly newsletter; sponsor recognition begins | Email, text, social, in person | President, membership chair |
| October | Fall fundraiser campaign; mid-season impact post; volunteer thank-yous; sponsor recognition at events | Email, social, flyers | Fundraising chair, communications chair |
| November | Fall fundraiser results and thank-you; giving season appeal (optional, timed after the season ends for fall programs); winter program kickoffs | Email, social | Treasurer, communications chair |
| December | Year-end giving reminder for donors who want a current-year deduction; holiday thank-you; winter concert or tournament support | Email, social | Treasurer, communications chair |
| January | Annual giving statements to donors, including any acknowledgments not yet sent (see Donation Receipts and Acknowledgment Letters); mid-year budget update; winter fundraiser if any | Email, letters | Treasurer |
| February | Spring program kickoff and membership ask for late joiners; nominating committee announced for elections | Email, text, social | Membership chair, president |
| March | Spring fundraiser campaign; volunteer asks for spring events; call for board nominations | Email, flyers, social | Fundraising chair, president |
| April | Spring fundraiser results; election notice per bylaws; banquet announcement; sponsor renewal conversations begin | Email, social | Secretary, sponsorship chair |
| May | Elections; banquet; senior recognition (with permission); sponsor fulfillment reports; data collection for the impact report | Email, in person | President, sponsorship chair, treasurer |
Recurring Rhythms
Beyond the monthly plan, a few rhythms run all year.
| Rhythm | Frequency | Notes |
|---|---|---|
| Monthly newsletter | Same day each month | One headline, dates, volunteer needs, thanks, by-the-numbers |
| Social media | Three posts a week | Week ahead, impact or thank-you, event coverage |
| Event announcement | 2 to 3 weeks before each event | Followed by one reminder 2 to 3 days before |
| Text reminders | Day before or day of key events only | Only to families who opted in; 2 to 4 a month at most |
| Board meeting recap | After each meeting | A short summary in the next newsletter; approved minutes on the website |
| Thank-you notes | Within 48 hours of gifts; within a week of events | The treasurer handles receipts; the communications chair handles public thanks |
| Website update | Monthly | Home page ask, next three dates, remove past events |
Weekly Plan During Busy Weeks
During the back-to-school window and the week of a major fundraiser, a day-by-day plan prevents both silence and overload.
| Day | Example: fundraiser week |
|---|---|
| Monday | Email: event details and link; social post |
| Tuesday | Volunteer gap check; targeted email to unfilled shifts |
| Wednesday | Social post: what the money will buy |
| Thursday | Text reminder to opted-in families (if the event is Friday or Saturday) |
| Friday or Saturday | Event; live social coverage with group photos |
| Sunday or Monday | Thank-you email with preliminary total |
| Following week | Final total and what it bought, in the newsletter |
Adjusting for Different Programs
Winter programs (basketball, wrestling, swimming, winter guard, choir)
The membership drive still starts at back-to-school, because that is when families are paying attention. The program’s own kickoff moves to November, with a second, shorter membership push aimed at families of new participants. The main fundraiser falls in January or February.
Spring programs (baseball, softball, track, spring musical, robotics competition season)
Spring programs run a small fall presence (a registration table and a welcome email) and a full drive in February when the season begins. Year-end reporting happens in June, close to the end of the fiscal year (the club’s 12-month accounting year) for many clubs.
Multi-season clubs (all-sports or all-arts boosters)
An umbrella club runs one fall membership drive for everyone and staggers program-specific asks by season, so each sport or ensemble gets its own moment without every family hearing about every team every week. Segmenting the email list by program makes this possible.
Schools that start after Labor Day
Shift August activities into early September and September activities into October, keeping the same 30-day back-to-school window from the first day of school.
Coordinating With Other Groups
A school’s families hear from the school, other school parent groups, the athletic department, and several booster clubs. When every group runs its biggest ask in the same September week, all of them lose.
- Share the club’s calendar with other booster presidents and the other school parent groups at the start of the year.
- Avoid scheduling major fundraisers in the same week as another group’s.
- Ask the school for its communications schedule (newsletter dates, blackout weeks around testing or holidays).
- Consider a joint booster table at registration, with each club’s sign-up at the same table.
Common Mistakes
- No calendar at all. Messages go out when someone remembers, which means a burst in September, silence until a fundraiser, and no year-end report.
- Every officer emails on their own schedule. Families get five club emails in one week and start ignoring all of them.
- Forgetting the back half of the year. Clubs plan August through October in detail and improvise the spring, when elections, the banquet, and the impact report all fall.
- Skipping the impact report. It falls in June, when everyone is tired. Without it, next year’s membership ask has nothing to point to.
- Ignoring other groups’ calendars. A club launches its sale the same week as another parent group’s, and both raise less.
Booster Club Communications Calendar: Month-by-Month Plan
https://boosterclub.org/marketing/communications-calendar/
Checklist
- President
- Communications chair
Related pages
- Booster Club Fundraising Calendar · FundraisingHow many asks a year and how to space them
- Booster Club Compliance Calendar · TaxesThe filing deadlines to schedule alongside communications
- Back-to-School Marketing for Booster Clubs · MarketingThe detailed plan for the busiest 30 days
- Booster Club Email Newsletter Templates · MarketingThe templates the calendar schedules
- Running Booster Club Elections · MeetingsThe notice and timing the spring calendar must follow
Sources
Updated October 8, 2026