This is the “do it in order and nothing catches fire” checklist for creating an easy-to-manager cookbook fundraiser on CookbookFundraiser.com. It’s built for real life: busy organizers, distracted contributors, and a fundraiser that needs to launch, not linger.

Use it as your master run-of-show. Copy/paste it into a Google Doc, assign names, and you’ve basically turned chaos into a process.

Pre-Launch Decisions (30 minutes, tops)

Goal + timeline

• Set a fundraising goal based on the size of your organization and your current financial needs ($___)
• Pick campaign length (typical: 4–8 weeks)
• Choose a start date for your fundraiser (date)
• Choose recipe submission deadline, generally 3-4 weeks (date)
• Choose presale end date to end your fundraiser (date)

Format basics

• Decide cookbook size: Standard (5″x8″) or Large (8.5″x11″)
• Decide binding: Coil or Hardcover
• Decide photo approach: “hero photos only” or minimal photos
• Set up Sales Hub web portal for sales and recipe collection
• Decide cookbook distribution: Ship-to-Home and/or Ship to Organization

Revenue boosters (optional but powerful)

• Will you sell sponsor ads? Yes/No
• Will you accept donations? Yes/No

Editor Setup (Get the fundraiser live)

Create the project

• Create the fundraiser account on CookbookFundraiser.com and set the Editor (one owner)
• Name the fundraiser/cookbook clearly (include group + year/season)
• Add a short mission statement:
  • who you are
  • what funds support
  • why it matters
• Add campaign dates (submission + presale deadlines)

Set structure

• Use default recipes categories or create your own recipe categories
• Add optional “front matter” plan:
  • welcome note
  • dedication/thank-you
  • sponsor page section (if using ads)

Build your “Organizer Folder” (so you don’t lose your mind)

• One doc with: deadlines, links, scripts, committee roles, sponsor list

Invites + Recipe Collection (Participation engine)

A) Contributor rules (copy/paste into invite)

• 1 recipe required, 2 recipes per category max
• Unique recipe title
• Real measurements (no “some”)
• Detailed directions including cook temp + time
• Contributor name exactly as they want it printed
• Photo optional (1 max; clear, natural light, no filters)

B) Send contributor invites

• Send login/instructions to all members/families using system
• Include the deadline, recipe limit, and “what to do if you’re stuck” suggestion:
  • “Submit what people always ask you to bring”

C) Reminder schedule (simple and effective)

• Reminder #1: 7 days after launch (“we’re collecting recipes now”)
• Reminder #2: 14 days before deadline (“2 weeks left”)
• Reminder #3: 7 days before deadline (“1 week left”)
• Reminder #4: 48 hours before deadline (“last call”)
• Optional “grace week” reminder (one time only)

D) Momentum content (weekly)

• Post “recipe of the week” preview
• Shout out new contributors (with permission)
• Share progress: “We’re at 62 recipes!”

Presales (Sales Hub) Setup + Peer-to-Peer

This is where your fundraiser stops being “one link” and becomes “many small campaigns.”

Presale setup

• Set selling price per book
• Confirm Ship-to-Home is enabled (if using it as primary)
• Add a simple value pitch:
  • “Order online — ships to your home”
  • “Great gift for grandparents and alumni”

Activate peer-to-peer

• Upload member list / invite participants (depending on your workflow)
• Give every participant a micro-assignment:
  • Share your personal sales page to friends and family
  • Send 10 direct texts
  • Post on social media at least once a week

Provide plug-and-play share scripts

• Text script (highest conversion):
  • “Hi! We’re fundraising for ___. You can order our community cookbook online and it ships to your home. Here’s my link: ___”
• Email script (great for alumni):
  • “Support us from anywhere—order online, ship-to-home delivery. Deadline: ___ Link: ___”

Sponsors/Ads Sprint (Optional, but big profit)

Run this as a short sprint so it doesn’t sprawl.

Prep (Day 1)

• Make sponsor target list (25–50 businesses)
• Pick 3–5 tier packages (Supporter / Bronze / Silver / Gold / Presenting)
• Create a 1-page sponsor sheet with:
  • audience (local families)
  • long shelf-life value
  • deadline
  • how to send logo/info

Outreach (Days 2–5)

• Warm intros first (parents’ employers)
• Cold outreach second (local business list)
• Follow up once (Days 6–7)

Finalize (Day 7)

• Collect logos and ad text
• Confirm spelling/contact info
• Add sponsor thank-you page

Cleanup Week (Make the cookbook print-ready)

This is the “fix the holes” step.

Editor review checklist

• Scan for missing measurements
• Scan for missing temp/time
• Fix unclear directions (or request clarification)
• Standardize recipe titles (unique + readable)
• Remove/resolve duplicates (or save for Volume 2)
• Confirm category placement if necessary

Photo selection (if using hero photos)

• Choose cover image (if applicable)
• Choose category opener photos (high ROI)
• Choose 3–6 signature recipe photos
• Keep total photos lean (10–18 is plenty)

Lock → Print → Order

This is the point of no return (the good kind).

Lock

• Announce: “Cookbook recipe contributions end (Date)”
• Freeze final content for this edition
• Save late recipes for Volume 2

Final production choices

• Confirm size + binding
• Confirm cover
• Confirm sponsor pages are correct
• Final proofread pass (names, titles, obvious typos)

Print order

• Place print order based on presales (plus buffer if you’re doing any bulk)
• Order additional copies for later sales or later orders
• Confirm timeline expectations for delivery

Ship-to-Home Fulfillment (No “book basement”)

Ship-to-home is the simplest distribution path—use it as a feature in your messaging and a relief in your operations. Cookbooks take 2-3 weeks to be printed from the fundraiser end date. They are ready for distribution one week later.

Cookbooks that have been ordered as Ship to Organization will be sent to the Fundraiser Coordinator with a report that details which group members are responsible for which sales.

Quick-start version (if you only have one afternoon)

1. Set deadlines + goal
2. Create fundraiser + set Editor
3. Send contributor invite with rules (1 recipe, deadline)
4. Turn on presales + ship-to-home messaging
5. Start weekly recipe previews + reminders
6. Lock → print → ship-to-home fulfillment

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Bill Rice is the Co-Publisher of Family Cookbook Project and CookbookFundraiser.com which helps individuals, churches, schools, teams and other fundraising groups create cherished personalized cookbooks using AI tools, peer-to-peer tools and the power of the Internet to meet group funding needs Follow Family Cookbook Project on Facebook, Instagram, Twitter (X), TikTok, YouTube and Pinterest!