Pioneer Bible Translators (PBT) identified a strategic need to expand major donor engagement through a flagship fundraising event. As this was their inaugural Vision Dinner in Dallas, they faced several challenges:
 

• Limited internal capacity and absence of standardized processes to efficiently plan, manage, and execute a high-stakes donor event.
   

• Cross-departmental coordination gaps that risked project delays and misalignment.
   

• Outdated project management tools that limited visibility, accountability, and efficiency.
   

• Pressure to deliver a high-impact donor experience that would set the standard for future Vision Dinners and align with organizational growth objectives.
   

PBT required a solution that would not only ensure immediate event success but also lay the groundwork for scalable, repeatable fundraising events.

Our team delivered a comprehensive strategy and approach that addressed both immediate execution and long-term organizational goals:
 

• Venue and Vendor Optimization: Led venue research and negotiated vendor contracts to maximize value within the allocated budget, ensuring high-quality donor experiences aligned with stewardship principles.
   

• Cross-Functional Governance: Established a structured, cross-departmental meeting cadence and clarified roles, responsibilities, and deliverables, driving alignment and accountability.
   

• Technology Transformation: Transitioned project management systems from Basecamp to ClickUp midstream, ensuring continuity and elevating team collaboration and operational efficiency. Led onboarding and training to maximize adoption.
   

• Centralized Event Management: Acted as the single point of coordination between PBT and external vendors, managing all logistics, catering, and contingency planning to minimize organizational risk.
   

• Marketing and Communications Alignment: Partnered with internal teams to develop key deliverables—including save-the-dates, printed programs, and donor communications—ensuring consistency with PBT’s brand and strategic messaging.
   

• Day-of Execution Leadership: Partnered with internal leaders to manage rehearsals, volunteer teams, event setup, and real-time coordination to deliver a seamless, high-impact guest experience.
   

• Scalable Framework Development: Designed and delivered a Vision Dinner ClickUp template and event framework, enabling PBT to replicate and scale the Vision Dinner model across new markets.

The strategic execution of the Dallas Vision Dinner generated measurable and lasting outcomes:
 

• $225,000 in funding secured, significantly advancing PBT’s mission objectives and validating major donor dinners as a high-ROI fundraising strategy.
   

• Increased internal operational efficiency, through upgraded project management systems and cross-functional processes that now serve as organizational best practices.
   

• Improved donor experience and brand positioning, setting a new standard for donor-facing events and strengthening stakeholder trust.
   

• Scalability enabled, with PBT now equipped with a replicable operational model to expand Vision Dinners to additional cities—directly supporting broader strategic growth and fundraising goals.
   

Through our partnership, PBT not only executed a highly successful event but also strengthened its internal capacity for sustainable, strategic expansion.