Build an Email Retention and Event Communication System for the Youth Fishing League

A working email system our team can use to reach families before every event, follow up after every event, and bring participants back across the full 2026 season.

We have contact information for roughly 200 families from our 2024 and 2025 events. We are currently using MailChimp, but are open to the platform that makes the most sense. We have seven events scheduled from May through August. We need the email communications built before our 1st event in May.

We run free family fishing events in Prince George's County, Montgomery County, and DC. We grew from 30 participants in 2024 to nearly 200 in 2025 with a 40 percent repeat attendance rate. In 2026 we are targeting 600 participants across seven events. Email is the most direct way to reach the families already in our network and bring new ones in.

What I want to build with this volunteer:

-A segmented list separating 2024, 2025, and new 2026 participants
-A welcome sequence for families who sign up or attend for the 1st time
-A pre-event announcement template we can reuse for every event
-A post-event follow-up sequence with a return visit call to action
-A simple donor ask sequence for families who have attended multiple events

The volunteer will be working 2 to 5 hours per week over 4 to 6 weeks. Everything built gets used before May.

YFL brings whole families to the water together. Not just kids. Parents and children learning to fish side by side at Allen Pond, Merkle Wildlife Sanctuary, Lake Halcyon, and Anacostia Park.

Forty percent of the families who came to our 2025 events returned on their own. They went back to those parks without us. That is the outcome the program is designed to produce. A well-built email system means more families hear about upcoming events, more families show up, and more families become the kind of outdoor household that keeps going back long after the event ends.

YFL was founded because our founder's father took him fishing as a child. Every family that shows up to one of our events is a version of that same memory. The literacy corner at every event is named in his father's honor.

A volunteer who builds this system will see it send real emails to real families starting this spring.

All seven event dates are confirmed. Venues are secured. Program elements are locked. We have a participant contact list from 2024 and 2025 ready to share on day 1.

I am the direct point of contact for this project. I will respond within 24 hours, provide honest feedback, and make decisions quickly. There is no internal approval process to wait on. What the volunteer builds goes into use immediately.