Angelleeca
I agree with what Chaka42 has said, except if you've never done this before, you may need to do follow a different order.
Don't do the contract first. While it does make sense to start drafting a contract at the start--if you don't have a template you use--you need to figure out some basic information (duties, pricing, time, etc) first.
Start by asking the client about 1) their goals for the site
What specifically do they want the site to do, to do for the organization, and in what kind of a time frame? Do they want a website that showcases their services so that donations jump 50% in the subsequent calendar year? Or a website that showcases their services so that the people who use their services can find information more quickly? Or both? Or something else?
and 2) their budget.
Whatever they're thinking: $80, $8000, $800000, you need to know up front. You don't need to commit yourself to their number, but you're always in the stronger (and more professional-seeming) position if you raise the money questions. If they're seriously under-estimating you want to know asap, so you can decide whether to continue. If they're really thinking super-premium site with funding to back it, you want to know that before you start thinking of ways to cut corners.
Make a list of tasks and duties. I frequently recommend making a work-flow or work-process list. Open the list with "The Client Contacts You." What happens next? And after that? And after that? Carry the list all the way down to "Final Payment Check Clears the Bank" and "I write thank you notes and post testimonials for everyone who helped me."
This list should help you develop a better sense of both time and costs, as well as remind you of all the little things you could be forgetting in your eagerness to say yes to the job. Also, don't be surprised if there are steps you can't describe completely, or well, at this stage. At this point, don't worry about time, money or supplies. Just the list.
Occasionally, I ask my clients to draw up a similar list. This request can be instructive for long or particularly complicated projects. It will give you a sense of how well the client understands the process and what their priorities are. Sometimes a client's main concern is something you know as trivial--figure this out early and you save yourself no end of grief. It may also give you a sense of how involved the client--or board members--plan to be.
Take this list and identify
- what you know how to do well
- what you are familiar with but not especially expert ( you'll want either backup or perhaps to farm out these tasks)
- what you *don't* know how to do.
There is a saying in business that you shouldn't do something you've never done before for a client you've never worked with before. I've found over the years that, frustrating as it can be it's a good rule. At the very least you should figure out a way to find competent and compatible assistance for at least half of the things you can't or don't know how to do. This goes for the business management side of a large project as well as the "real" work involved.
Research costs. What will you have to purchase? Consider the skills you'll have to purchase by subcontracting as well as any equipment, materials and expenses. Don't forget to pay attention to how much time you spend developing your estimate--a client of mine told me yesterday that she was handed an enormous rush job for which she expects to spend 40 hours on research before they even get to the contract. You need to think about how you'll cover this time because until you have a signed contract your client is under no obligation to pay you.
Figure out how long the project will take you. Don't forget to ask if the the client has a deadline, too.
Figure out an estimated cost, based on the time or timing, your rate and those of anyone you will hire to help you, materials and expenses, overhead and profit (which should be built into your rate, but you should also add to anything you purchase on behalf of the client).
Double your estimate.
Return to your contract outline, or start one. Don't forget to consider--and include where relevant--such things as milestones for approval or payment, liability issues, testing, public acknowledgement of your role in creating the site, what happens if you disagree, who pays the subcontractors, etc etc. There are several forums here about writing and reading contracts. And there is nothing at all like having a lawyer who knows contract law for your state or region look over the contract before you submit it.
One last thing before you submit the contract or continue discussions: decide what is negotiable. Maybe nothing will be and if the contract isn't accepted as presented you'll want to walk away from the project. Maybe you'd be willing to offer a discount on labor if asked. Maybe you'd be willing to provide some free service after the site is up and running. With some nfp organizations, I offer to donate back a portion (unspecified) of my fee after the project is complete and I'm paid (the actual amount depends on how easy they are to work with). The client may simply accept your estimates and contract, but going into any discussion with an idea of where you're willing to adjust and where you aren't may make your negotiations less tense.
Good luck