If you are going to implement a Campaign Planning Committee for your organization, you’ll need an overall description of the committee and its scope.
Here’s a sample description you can adapt for your own committee.
This particular committee decided to have only two meetings. You can have more or less, depending on your own situation.
Campaign Planning Committee
YYY is forming an interim Campaign Planning Committee of community leaders to help catapult the new expanded capital campaign to a new level of visibility in the state.
This group of leaders will help YYY set the new tone for the campaign, expand its power base in the region, and establish new relationships with potential campaign leaders and prospects.
Scope and Purpose.
This group should be the most powerful and influential group that YYY is able to assemble. The Committee should include community leaders, major gift prospects and a representative sample of the relevant subgroups of YYY’s constituencies, which may become separate divisions of the campaign.
The process of identifying committee members and inviting them to participate will be an important “door opener” to help RHM gain access to a new group of influential volunteers.
Because the Planning Committee will involve individuals with varying levels of commitment to YYY, the committee’s tasks will be tightly defined and of limited duration. There will be just two meetings of the committee.
Those asked to attend the meetings will be asked to bring their experience and wisdom to the task of setting up the campaign, and lend their names to the planning effort.
Invitations to join the committee will be as carefully planned as asking the prospect for a gift, because the invitation will serve as the first step toward a campaign gift and/or a role on the Campaign Cabinet. It will be important to find the right time and place to ask someone to agree to serve on the committee.
These invitations should be offered in a private setting where frank discussion can take place and the person being enlisted can accept or decline without broader consequences. Each committee members will be asked to serve in order to:
- Provide feedback regarding YYY’s case for support and campaign plans.
- Make recommendations regarding the expanded campaign’s volunteer leadership.
The committee will be formed for three months and will hold two meetings: one in November 11 and the final meeting in January 12.
There will be a social component to both meetings.
At the first meeting, committee members will be asked to
- Share their personal opinion of YYY Organization’s impact in the community and state.
- Review a presentation of the Case for Support and need for the expanded YYY.
At the second meeting, they will be asked for their comments and feedback on the case for support, need for the expanded House and our plans for an expanded campaign.
YYY will follow-up personally though private meetings with members of the Planning Committee before, during and after the formal meetings of the Committee.
It will be during these private meetings we will hold deeper, more confidential discussions about potential campaign leaders and how to enlist them; identifying major campaign prospects and developing strategies to bring them closer to YYY Organization.
Process for forming the committee:
- Two Planning Committee Chairs are enlisted.
- YYY will:
- Set dates for the first meeting asap, based on the availability of the committee chairs.
- Develop a list of proposed members of the Planning Committee, including names previously suggested, and prioritize those names.
- Begin laying out detailed agendas and preparing the presentations for the two meetings prior to the Oct 18 phone conference call.
- Develop a letter of invitation to followup any invitations.
- Support all invitation meetings by providing materials and going along on enlistment calls.
- Planning Committee chairs will meet by phone on October 18 to discuss the scope of the committee and the people they plan to invite.
Initial names of potential committee members:
Tracking form for Planning Committee enlistment:
|Prospect name||Enlister||Priority||Response||Comments and Followup|