Your nonprofit has a vision for its future, and a capital campaign could help fund it. As you begin discussing the project, a practical question comes up: Who should help plan the campaign?

A successful capital campaign planning team is composed of the people who understand your nonprofit, have the skills to oversee your campaign, and will stay motivated over the long term. 

To help your nonprofit form its campaign planning team, this guide will walk through the steps of bringing a team together, from initial recruitment to connecting with donors. 

Start with a small core team.

Capital Campaign Pro’s guide to campaign committees recommends that nonprofits create a core committee of approximately four to six people. This group develops the initial campaign objectives, considers a preliminary fundraising goal, drafts the early case for support, and helps recruit other volunteers.

Your core team should include:

  • Your executive director or CEO connects the campaign to the organization’s vision and helps build relationships with prospective donors.
  • Your development director or lead fundraiser who will bring knowledge of your supporters and coordinates the fundraising work.
  • Your board chair, president, or fundraising committee chair to provide a connection between campaign planning and the board’s responsibilities.
  • One or two other current or former board members who have sound judgment, relevant relationships, and a record of following through.
  • A campaign chair, if you choose that leadership structure and have identified the right person.

Use these roles as a starting point, with some individuals covering several responsibilities. For example, at a small nonprofit, the executive director may also lead fundraising. Discuss who will handle each responsibility and how much time they can commit.

Invite donors who can help shape the plan.

Invite supporters who have the potential to make major gifts to join your campaign committee. Doing so can help increase their investment in your campaign, increasing the likelihood that they will make a major gift. Or, you might offer committee membership as part of your agreement for a lead gift. 

Identify potential major donors and committee members during the feasibility study by asking for their advice on your campaign. Doing so shows you’re interested in their advice, helping them feel heard and demonstrating that they will be a valued part of your planning committee. 

Connect with a diverse range of stakeholders.

Community leaders, former board members, and longtime supporters bring relationships and experience that complement your current leadership. Consider potential committee members who understand local philanthropy, have connections within a relevant industry, or can introduce your organization to new supporters.

Ask your capital campaign consultant, board members, and current committee members if they have any recommendations. Your campaign consultant might help you review feasibility study data to find donors who may be interested in doing more, while board members might know individuals who have the skills your campaign needs to succeed. 

Additionally, include representatives of the constituencies connected to your campaign. For a school, that might mean alumni or parents. Other organizations may benefit from participants, volunteers, or community partners. Select people who can explain how the proposed investment connects to the needs and experiences of those your organization serves.

Recruit for a range of skills.

In addition to individuals from a variety of backgrounds, also recruit members who bring unique skills and insights. Ask yourself what each potential team member could contribute. For example, look for planning team members who possess the following characteristics:

  • Commitment to your mission
  • Reliability 
  • Clear communication
  • Strong teamwork
  • Connections and networking capabilities
  • Public speaking skills
  • Organizational and project management skills

When new individuals join your campaign planning team, pair them to tasks that match their skills. For example, someone who is confident in socializing and speaking in public could attend events to network, while a team member with strong organizational skills might help behind the scenes with campaign coordination. 

Make the invitation clear.

Before approaching potential planning committee members, send them an email that explains what you are inviting them to so they can prepare themselves for your meeting to discuss the opportunity. Have the campaign dates, expected time commitments, and any other relevant materials ready for review to help them make their decisions. 

Meet with prospective team members four to six weeks before your first official camping planning meeting. Doing so will help you secure a full team and ensure everyone is fully oriented, allowing you to hit the ground running. 

A strong campaign plan starts with the right campaign planning team. Form your core team by connecting with individuals at your nonprofit and in your community who you know you can count on to support and advocate for your nonprofit. Then, expand your team to bring on major donors and other stakeholders who can provide essential insights, skills, and financial support.