Proposal for the Passion Ball 2025 Microsite Revamp

1. Project Understanding: A Modern & Efficient Microsite

This proposal confirms our understanding of the primary goal for the Passion Ball 2025 project: to develop a modern, intuitive, and efficient standalone microsite. Our solution is designed to completely replace the current manual processes, significantly enhance the user experience for your donors and guests, and provide the FFTH fundraising team with the flexibility and control you need.

We will deliver a platform that automates the entire guest journey from invitation to post-event follow-up, freeing up your team's valuable time to focus on your mission.

2. Alignment with Key Strategic Decisions

We confirm our proposed solution is in full alignment with the key strategic decisions outlined in the brief:

• Priority & Phasing: This proposal is focused exclusively on the Passion Ball microsite as the immediate priority. The Chari7ty Golf site will be addressed in a separate estimate at a later date.
• Standalone Microsite: Our approach will deliver a completely self-contained microsite. This is ideal given the time constraints and ensures the project can proceed without dependencies on the main corporate site's domain or future Salesforce integration.
• Reusable & Future-Proof Design: The site will be built on Webflow, allowing the entire project to be easily cloned and updated for future Passion Balls, making this a long-term asset. While it will be a standalone site, the design and structure can be migrated into the main corporate site in the future if desired.
• Sponsor Logo Requirement: The need to remove sponsor logos one month post-event is perfectly suited for a standalone microsite. We will implement a simple, non-technical "on/off" switch within the CMS to manage this, a feature that would be less practical on an evergreen page.
• CMS Flexibility: Our use of Webflow's Content Management System (CMS) ensures the design is completely flexible and can be adapted for any future content or structural changes, independent of where the site is hosted.

3. Detailed Feature Breakdown: Fulfilling All Requirements

The revamped microsite will be built using a powerful combination of Webflow for the front-end and CMS, Google Sheets as a familiar database for your team, n8n for backend automation, and Stripe for payments. Here is how this stack will deliver on every required component:

4. The New Automated Guest & Payment Journey

Our core innovation is the automation of the entire guest management process using n8n workflows connected to Google Sheets and Stripe. This directly replaces the current manual process, delivering the "high-touch" experience you require.

Here is the step-by-step flow:

1. Invitation (The "CMS" is a Google Sheet):
   • Brenda Hobin or another team member opens a shared Google Sheet (your new guest management dashboard).
   • She adds a new row with the guest's details: Name (e.g., John Tan), Email, and the pre-selected tier (e.g., "$15,000 Table").
2. Automated Link Generation & Email:
   • Our n8n automation platform instantly detects this new row.
   • It automatically generates a unique, personalized Stripe Payment Link that is locked to the "$15,000" price. The guest cannot change this amount.
   • n8n then sends a professionally designed invitation email to John Tan containing his unique payment link.
3. Seamless Guest Payment:
   • John Tan clicks the link and is taken to a secure Stripe payment page to pay for his table.
   • Upon successful payment, Stripe sends a confirmation "webhook" to our n8n system.
4. Automated Post-Payment Workflow:
   • The n8n workflow is triggered by the payment confirmation and instantly performs three actions:
     • Guest: Sends an automated "Thank You" email to John Tan.
     • FFTH Team: Sends an automated notification email to the fundraising team, confirming the payment.
     • Database: Updates the "Status" column for John Tan in the Google Sheet from "Invited" to "Paid".
5. Guest & Table Management:
   • Tracking: Your team can see who has paid in real-time by simply viewing the Google Sheet.
   • Seating Plans: You can download the list of paid attendees directly from Google Sheets to plan seating arrangements offline.
   • Guest List Population: For bookers like Olivia who buy a table for friends/clients, the confirmation email will direct her to a simple form on the website. She can enter her guests' names and emails, which will automatically populate the system, associating them with her table.
   • Tax Receipts: When you are ready to issue a tax receipt, you can enter the date in a "Tax Receipt Sent" column in the Google Sheet. This will trigger another automated email to the guest confirming their receipt has been issued.
6. Unsolicited Inquiries: For public interest, the website will feature a simple contact form that directs all inquiries to the appropriate FFTH email address, maintaining the event's invite-only nature.

5. Investment & Pricing Estimate

Our goal is to provide a comprehensive, automated, and high-value solution that respects the budget of a non-profit organization. In line with our discussions, we have structured the pricing to deliver the entire scope of this project for a single, fixed fee.

Total Project Investment: $1,950

This one-time investment delivers a complete, reusable, and modern platform for the Passion Ball. The cost includes the full design, development, and automation setup as detailed in this proposal.

Included Deliverables & Services:

The total project fee covers the following key areas:

• Website Design & Development (Up to 6 Core Page Templates):
  • 1. Homepage: With event details, countdown clock, and introductory content.
  • 2. Auction Items Page: Featuring a filterable grid of all items with individual galleries.
  • 3. Donors & Sponsors Page: With tiered logo displays and the critical on/off toggle.
  • 4. Photo Gallery Page: With historical year-switching and post-event upload capabilities.
  • 5. Guest Information Form: For table bookers to submit their guest details post-payment.
  • 6. Confirmation / Thank You Page: A dedicated page to confirm successful actions.
• Full Content Management System (CMS) Setup:
  • We will build the entire backend in the user-friendly Webflow CMS, empowering your team to manage all content—sponsors, auction items, photos, and event details—without any technical assistance.
• Backend Automation & Integration Suite:
  • Google Sheets Database: Configuration to act as your central guest management dashboard.
  • n8n Automation Workflows: Development of all automated processes, including unique link generation, payment detection, and the multi-step email journey (invitation, confirmation, thank you, tax receipt notification).
  • Stripe Payment Gateway: Full integration for secure and seamless online payments for all tiers.
• Training & Handover:
  • A dedicated session to train your team (e.g., Brenda Hobin) on using the CMS and the Google Sheet dashboard, ensuring you are fully self-sufficient post-launch.

Excluded Costs:

• Third-Party Subscriptions: Ongoing monthly/annual fees for Webflow hosting.
• Payment Processing Fees: Standard transaction fees charged by Stripe (e.g., 2.9% + 30¢ per transaction).
• Content Population: While we will build the system to make it easy, the initial entry of all auction item details and sponsor logos is to be done by the FFTH team via the provided CMS.

We are confident that this investment will provide a significant return by automating hundreds of hours of manual work and elevating the Passion Ball's prestige and guest experience. We are ready to begin immediately to meet your project timeline.