For non-profit organizations, the end of the year is more than a bookkeeping deadline. It’s an opportunity to look at what your organization accomplished, strengthen relationships and start preparing for the year ahead.

A little planning now can make January much less hectic.

Here are seven activities Ontario non-profit and community organizations should consider adding to their year-end checklist.

1. Review the Year's Accomplishments

Take some time to document what your organization accomplished.

How many events did you organize? How many people participated? How many volunteers contributed their time? What programs or initiatives had the greatest impact?

These numbers and stories can be useful for annual reports, grant applications, sponsorship requests and future promotional materials.

2. Review Your Financial Records

Make sure receipts, invoices, reimbursements and other financial records have been submitted and properly organized.

Review your actual revenue and expenses against your budget and identify any significant differences.

This can provide valuable information when your board or committee begins developing next year’s budget.

3. Update Your Volunteer and Contact Lists

Volunteer information can quickly become outdated.

Review your volunteer, member, sponsor and supplier lists and make sure contact information is current.

You may also want to record which volunteers helped with specific activities. Knowing who has experience with registration, setup, food service, parking, entertainment or other responsibilities can make organizing future events much easier.

4. Review Your Equipment and Storage

If your organization owns event equipment, year-end is a good time to inspect it.

Look for damaged equipment, missing pieces and items that need maintenance or replacement.

It’s also worth asking whether purchasing additional equipment makes sense. For items used only a few times each year, renting may eliminate storage, maintenance and replacement costs.

5. Start Your Next Event Calendar

You don't need every detail finalized, but start identifying important dates for the coming year.

Include annual events, fundraising campaigns, community celebrations, municipal deadlines, grant application periods and board meetings.

If you expect to need rental equipment for major events, identifying those dates early can also help with availability.

6. Recognize Your Volunteers and Supporters

Volunteers are at the heart of many community organizations.

Year-end is an ideal opportunity to recognize the people who donated their time, expertise and energy throughout the year.

Don't forget your sponsors and community partners either. Maintaining those relationships throughout the year makes future sponsorship and collaboration conversations much easier.

7. Create a Short Wish List for Next Year

Finally, ask your board, committee or volunteers one simple question:

What would make our events or programs easier next year?

The answers might include better signage, additional volunteers, improved registration procedures, different equipment or simply starting preparations earlier.

Turn those ideas into a short list of priorities for the coming year.

Start the New Year Organized

January arrives quickly. Organizations that spend a little time preparing before year-end can begin the new year with clearer priorities and fewer last-minute surprises.

If your organization is already planning next year's community events, now is also a good time to begin identifying your equipment requirements.

SSERC supports local community events and non-profit organizations with event rental equipment, helping organizations access what they need without purchasing and storing equipment that may only be used occasionally.