The Nonprofit Calendar: Key Dates You Can't Afford to Miss
About three-years into running my nonprofit, I was completely overwhelmed with deadlines, cause days, IRS compliance, board meetings, and more. My calendar was in constant flux, and as a result my energy levels were volatile. It was then that I started each year by getting all important dates onto my calendar in January.
I learned first-hand that a little bit of organization on the front end saves a ton of stress later on down the road. This seemingly tiny task at the beginning of the year had mighty payoffs as I moved though the year ahead with clear expectations.
Today, I’m highlighting the dates that should be on every nonprofit’s calendar. Keeping track of these dates ensures you're not just reacting to the day-to-day but are strategically moving your mission forward. Let’s dive into the key dates that will help keep your nonprofit on track and ready for growth! Not to mention, it will keep YOU on track and sane.
1. The Fiscal Year: Start and Finish
These are the bookends of your financial planning and activities. Many grants ask for your fiscal year dates, also!
Knowing when your fiscal year kicks off and wraps up is crucial for budget planning, financial reporting, and ensuring your organization stays on solid financial ground.
Not sure when your fiscal year starts and ends? No problem. Dig up your Letter of Determination for tax exemption status from the IRS. In the top right corner, you’ll see a line that reads, “Accounting Period Ending: [DATE]”. This is the end of your fiscal year. The very next day is when your fiscal year begins.
For example, if your Accounting Period Ending date is December 31st, then your fiscal year start and end are:
Start: January 1st
End: December 31st
2. Board Meetings
I can’t stress this enough–schedule meeting dates early in the year to ensure leadership is aligned and engaged throughout the year. Planning them last minute and coordinating schedules via email is a nightmare.
My recommendation—pick a day of the week, a time, a cadence and stick to it. If you don’t already, you should also have a policy in your bylaws about how many meetings/year your officers and members can miss before they are dismissed from their Board duties.
3. Filing 1099s Deadline
The Form 1099 MISC recipient copy deadline is January 31st each year.
If you work with independent contractors, speak with your accountant regarding the deadline to file their 1099 forms. This is an important part of nonprofit compliance with the IRS.
4. Donor Receipts/Letters Deadline
Timely acknowledgment of donations isn’t just courteous—it's also a requirement for your donors' tax purposes. Plus, a heartfelt thank you can turn a one-time donor into a lifelong supporter.
At the latest, IRS guidelines determine that donor acknowledgement letters must be sent by January 31st of the year after the donation was made.
5. Events, Programs, and Fundraisers
Put them on the calendar now and commit to them!
These dates are your major opportunities to engage with the community, raise funds, and highlight your organization’s impact. Planning these well in advance ensures you can mobilize resources effectively and make each event a hit.
Use the beginning of the year to configure all of your dates and make sure that you don’t over/under-schedule certain parts of the year. Not only will this keep your community consistently engaged, it will also help you spread your energy evenly throughout the year.
Need help brainstorming fundraiser ideas? Check out this list of 14 Types of Fundraisers for Nonprofits.
6. Vacation Days
Take care of YOU and your team. You cannot pour from an empty cup.
Planning for vacation days will help you get the rest you deserve without interrupting your nonprofit's operations. A happy, well-rested leader is more effective and committed (and someone that others want to work for too).
7. Public Holidays and Long Weekends
Being aware of these days helps in planning your activities around when people are more likely to be available. It also assists in scheduling staff and setting realistic expectations for productivity.
Finally, you can also plan content around these days if your organization is social media savvy!
8. Tax Filing Deadline
Avoid penalties and stay compliant!
This is a big one for staying in the good graces of the IRS and maintaining your nonprofit status. Ensure you’re well-prepared to meet this deadline with all necessary documentation ready to go.
In this blog, we cover everything you need to know about nonprofit taxes.
9. Reporting Deadlines
Don’t let grant report deadlines sneak up on you. As soon as you learn about them, mark them on your calendar.
As well, it’s best practice to report back to major and individual donors on progress towards your goals. Regular reporting keeps your stakeholders informed and engaged with your progress. These deadlines are your milestones for accountability and showcasing your achievements.
10. Giving Tuesday & Regional Giving Days
These are prime times for fundraising efforts, offering a chance to engage with a wide audience of potential donors. That being said, these opportunities grow more and more saturated every year. Only the best, thought-out giving campaigns can cut through the noise and be successful.
You’ll need to start early to plan engaging campaigns and capitalize on the generosity of these special days.
11. Grant Deadlines
Don’t miss your opportunity to grab up funding! Grant deadlines are crucial for securing the funding your projects need. A well-maintained calendar ensures you have ample time to craft winning proposals.
How many grant deadlines should be on your calendar? We answer that question for you HERE.
12. Cause Awareness Days
World Day of Social Justice, World Press Freedom Day, World Sea Turtle Day–if there’s a cause that needs support, there’s likely a designated day to bring awareness to it. Check out the 2025 Cause Awareness & Giving Day Calendar for Nonprofits by Nonprofit Tech for Good for a comprehensive list of these days!
13. The Last Three Days of the Year: December 29-31st
According to OneCause, 30% of all annual giving happens in December. And according to MR Fundraising Benchmarks, donations made on December 31st accounted for 5% of nonprofit revenue in 2023.
According to the Nonprofit Email Report: Data-Backed Insights for GivingTuesday and Year-End, December 29-31 is a great time to send End-of-Year appeals. Organizations raised the following amounts (on average) per email contact:
December 29th: $0.59/contact
December 30th: $1.61/contact
December 31st: $0.93/contact
Wrapping Up
As you can see, a well-organized calendar is a roadmap to nonprofit success in the new year.
By keeping these key dates on your calendar, you can plan more effectively, engage more deeply with your community, and take care of yourself and your team in the process.
Success in the nonprofit world is built day by day, and with these dates on your radar, you’re setting yourself up for a year of impact. Wishing you all the best in this new year!