Your Questions and Our Answers on Campaign Readiness

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Capital Campaign Readiness: Expert Q&A | GPG2024

Ready to launch a capital campaign? Questions swirling? Doubts creeping in?

We hear you.

That’s why we’ve gathered YOUR most pressing questions about campaign readiness. From donor engagement to feasibility studies, from board roles to timelines… we’re tackling it all.

Let’s dive in!

How far in advance should you start talking one-on-one with your key donors about an upcoming campaign?

The moment your campaign is confirmed, it’s time to start those conversations with your top donors. 

Engaging them early allows them to feel truly part of the vision, and when donors are involved from the start, they’re more likely to offer larger gifts. 

Plus, their early buy-in creates a wave of momentum that carries the campaign forward.

Get Prepared: Access our Campaign Readiness Checklist  

Is a formal feasibility study conducted by an agency really necessary?

While it’s possible to move forward without a formal feasibility study, working with professional consultants can be a game changer and help ensure success.

A well-run feasibility study lowers the risk inherent in a large public campaign, helps you focus on the right prospects (not the wrong ones), saves you time, and maximizes your time and resources. 

Consultants also bring a level of expertise that helps ensure smoother, faster progress, helping you to secure major campaign gifts more quickly and efficiently.

A well-crafted feasibility study provides a clear strategy uniquely customized to your organization. You’ll know where the money will come from and how to motivate your donors to give.

What role should the board play in a capital campaign?

Your board is critical to the success of your campaign. 

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They have three core responsibilities: First, they must inspire others by championing the vision and articulating its importance. 

Second, they must invest—leading by example with their own meaningful financial commitments. 

Lastly, they should influence others, using their networks to encourage and secure major gifts.

A unified, passionate board that believes in the campaign’s vision will have a ripple effect, energizing everyone involved. Their leadership sets the tone for the entire effort.

How far in advance should we begin preparing for a major capital campaign?

We recommend starting preparations at least two years ahead. A successful campaign takes time to build. 

As we mentioned above, early engagement with your major donors is essential—bringing them into the conversation during the planning stages creates stronger relationships and secures larger commitments.

You’ll also need to ensure your development team is adequately staffed and trained in campaign strategy. 

And don’t forget, this is the perfect time to look at your board. Do you have the right people in place—especially key influencers who can steer the campaign toward success?

An essential early step is conducting a Campaign Planning Study, often called a Feasibility Study. 

Having this done by a professional consulting firm like Gail Perry Group will give you invaluable insights into your donor pipeline, campaign messaging, and volunteer leadership recruitment. 

This kind of thorough groundwork sets your campaign up for success.

Get Prepared: Access our Campaign Readiness Checklist

How much time is needed during the planning phase leading up to the quiet and public phases? How big of a team do you need?

The planning phase is where you lay the foundation for everything to come. It’s the most critical stage. 

This is the time to deeply evaluate your donor pool, engage your top donors in conversations about the campaign’s vision, and strategize around who needs to be involved and when. All these steps require careful consideration and plenty of time.

Your public phase should only be launched once you have a clear roadmap of how you’ll secure the remaining gifts. You need to have a solid understanding of where the rest of your funding will come from before going public.

As for the team size, it depends on the complexity of your campaign. A more ambitious campaign with a larger donor pool and multiple events will naturally require more hands on deck. 

A smaller, more focused campaign may need fewer resources, but in either case, a well-coordinated and strategic team is key to success.

What’s a reasonable capital campaign goal in this economic climate?

Given the current strong economic climate, with the stock market at record highs, now is actually a good time to plan and launch a campaign. 

That said, your campaign goal should be determined by the strength of your donor base. How many major donor prospects are ready for deeper conversations about gifts?

Creating a comprehensive list of donor prospects with estimated gift ranges is a great starting point. This will help you set a realistic, achievable campaign goal based on real potential.

When is the right time to inform faculty and staff about your capital campaign? Should they know during the quiet phase?

Yes, absolutely. It’s important to bring your faculty and staff into the loop as you enter the quiet phase. 

They can serve as enthusiastic ambassadors for your campaign, and in some cases, may even help in conversations with key prospects for early gifts. 

By getting them on board early, you build a team that is ready to advocate for the campaign’s success.

Get Prepared: Access our Campaign Readiness Checklist

BOTTOM LINE On Campaign Readiness: Planning a comprehensive capital campaign takes time. 

You’ll need to address your board, your donor pipeline, volunteer leadership availability, your messaging and many other strategic issues. Smart planning now sets you up for success later on! 

Check out these other posts about Capital Campaign Readiness

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