Your capital campaign planning committee is an excellent strategic tool for engaging major community leaders and donors early in your campaign.
Here is a sample agenda for 3 meetings of your campaign planning committee:
- Charge to the committee, clarifying its role and responsibilities
- A presentation of the organization, past, present and future
- A discussion of the overall capital campaign campaign objectives, goal and case for support
The first meeting of the committee must give everyone enough information about the organization to allow for effective participation in the planning process.
Because the members will come to the process with varying degrees of involvement with the organization, the first meeting must level the playing field by synthesizing relevant background information.
Simple reports about the organization’s mission, history, programs and staffing might be presented along with an operating budget, annual report and other printed material to paint a clear and lively portrait of your organization.
Those already knowledgable about the organization will get a refresher course, and newcomers will begin to make the organization thier own.
Opportunities for a few planted questions can pave the way for relaxed discussion and participation.
- Refine the case for support
- Determine a working goal for the campaign
- Clarify the gift range chart
The second capital campaign planning meeting intensifies committee participation through a discussion of the case for support and a determination of the campaign working goal.
Discussing the case for supporting the project helps the committee members articulate the reasons why they would support the project and their reservations about it.
Determining the working goal qualifies what it will take to make the project a reality.
The initial formulation of these two items will ave occurred in the first planning phase in preparation for the feasibility study.
During this later phase of the planning they are revised in light of the information gathered during the study.
Through the process of discussing and agreeing on them, the committee increases its commitment to the project.
- Capital campaign recognition plan
- Capital campaign structure
- Capital campaign timetable
- Capital campaign policies
- Capital campaign budget
By the third meeting, the committee should have embraced the project and be ready to review and explore the nuts and bolts of the campaign.
These more technical aspects of capital campaign planning elaborate a picture of how the money will be raised, where it will come from, and how much time will be needed to raise it.
They also establish principles of gift accounting and donor recognition that will inform the entire campaign.
For more information about Capital Campaign Planning Committees, see Andrea’s book “Capital Campaigns: Strategies that Work.” It’s the classic in our field.
Find out how and when to enlist them here.
Find out who to ask for your planning commtitee here.
Find out why you should have a campaign planning committee here.