All About Capital Campaigns: Nonprofits, Fundraising, Major Gifts, Toolkit

Capital Campaign Pro

All About Capital Campaigns is your weekly source for nonprofit fundraising advice. Each week hosts Andrea Kihlstedt and Amy Eisenstein, co-founders of Capital Campaign Pro (capitalcampaignpro.com) and special guests, provide practical tips about raising more money for your nonprofit organization. Topics include capital campaigns, feasibility studies, working with your board, donors, major gifts, volunteers, and more. This is a great resource for nonprofit Executive Directors/CEOs, Development Directors, Board Members, or others looking to learn about nonprofit fundraising.

  1. The 10-Year Rule: How Often Should Your Nonprofit Run a Capital Campaign?

    1D AGO

    The 10-Year Rule: How Often Should Your Nonprofit Run a Capital Campaign?

    Most nonprofit leaders think of a capital campaign as a one-time event — a massive push that happens once, maybe twice in the life of an organization. But that mindset can actually hold organizations back. The most effective nonprofits treat campaigns as a recurring cycle, and understanding the right cadence can make the difference between an organization that grows strategically and one that stalls. On a recent Capital Campaign Pro podcast episode, Andrea Kihlstedt and Amy Eisenstein explored the timing and rhythm of capital campaigns—how often to run them, when to start planning, and what to do in between. Their core message: campaigns are healthy for organizations, and you should be running one at least every ten years. Why ten years? The math is simpler than you might think. You need roughly three years to plan what your organization will do next — strategic planning, building design, community input. Then you need three to four years to plan and execute the campaign itself. After that, donors need time to fulfill their pledges, which typically stretch over three years. Add a year to build, open, and steward, and you’re at about a decade. That doesn’t mean ten is a magic number. Some organizations move on a 12- or 15-year cycle. Others run mini campaigns in between major ones — a focused $1-2 million effort to fund a specific need like transportation, technology, or a program expansion. These smaller lifts keep donors engaged and organizational momentum alive without requiring the scale of a comprehensive campaign. For a step-by-step overview of how to prepare, see Capital Campaign Pro’s campaign planning checklist. One of the biggest mistakes nonprofits make is losing donor relationships between campaigns. Staff turns over, stewardship lapses, and the connections that powered the last campaign fade. Andrea shared a real story from just last week: a former client called to explore a second campaign after one of their major donors reached out proactively, offering to fund the next phase. That only happened because the organization had kept the donor closely involved—inviting her to events, sharing results, and maintaining a genuine relationship. Timing matters in another way too. A campaign is not a rescue plan. If your annual fundraising is struggling or your organization is operating at a deficit, a campaign will not fix that. Campaigns are designed to accelerate growth, not dig you out of a hole. The organizations best positioned for a campaign are ones with stable operations, engaged donors, and a clear vision for what comes next. The bottom line: don’t think of your campaign as a one-time event. Think of it as part of a cycle—plan, campaign, steward, repeat. If it’s been more than ten years since your last campaign, it may be time to start planning your next one. Wondering whether your organization is ready for a campaign? Take Capital Campaign Pro’s free Campaign Readiness Assessment to evaluate your position and identify your next steps: https://capitalcampaignpro.com/assess

    16 min
  2. Why More Nonprofits Are Ditching the Traditional Feasibility Study

    APR 21

    Why More Nonprofits Are Ditching the Traditional Feasibility Study

    Before launching a capital campaign, most nonprofits hire a consultant to conduct a feasibility study. The consultant interviews donors, disappears for a few weeks, and returns with a report and a number. It’s the way it’s been done for decades. But a growing number of organizations are choosing a different path—and getting dramatically better results. In this episode of All About Capital Campaigns, Andrea Kihlstedt sat down with Emily Cozart Mohammed, Vice President of Development at the Center for Investigative Reporting, to discuss her experience completing a Guided Feasibility Study for a $50 million campaign. The conversation made a compelling case for why the guided model is replacing the traditional approach. In a traditional feasibility study, an outside consultant conducts every donor interview, compiles the data, and delivers a final report. The organization gets a number and some general feedback, but the staff never hears directly from donors and often has no idea who said what. Emily put it bluntly: not having that intel within your own system feels backwards. The Guided Feasibility Study flips this model. Instead of outsourcing donor conversations, the organization’s own leaders—the VP of development, the CEO, trained board members—conduct the interviews themselves, with structured coaching and support from a Capital Campaign Pro advisor. The result is threefold: better data, deeper donor relationships, and a team that’s ready to fundraise. Emily’s team completed 55 interviews with a 2% decline rate—a remarkable response that reflects both donor engagement and organizational credibility. Donors told her repeatedly how much they preferred speaking directly with organizational leaders rather than, as one donor put it, another guy in a suit pitching one organization after another. For a deeper look at how feasibility studies fit into the campaign planning process, see Capital Campaign Pro’s ultimate guide to feasibility studies. The guided model also produced tangible early results. One donor made an early gift of $420,000 during the study. The team documented $8.5 million in planned gifts against a $10 million planned giving goal. And because every conversation was led by someone who knows the organization deeply, Emily reported a higher degree of certainty that stated gift intentions would hold. Perhaps most importantly, the process doubled as professional development. Gift officers who had never worked on a high-level campaign gained firsthand experience. The CEO became a vocal advocate for the process. Board members who participated in interviews arrived at the approval vote already informed and confident—so much so that Emily’s board presentation was met with almost no questions. Emily’s advice for organizations considering a campaign: if you’re hesitating between a traditional consultant-led study and a guided approach, don’t overthink it. The guided model is more work, but it’s not overwhelming—and the intelligence, relationships, and team readiness you gain are worth far more than a number in a report. Thinking about a feasibility study for your next campaign? Download the free Feasibility Study Ultimate Guide to understand the process, prepare your team, and set your campaign up for success.

    31 min
  3. From Ghost to Host: 7 Strategies to Re-Engage Donors Who’ve Gone Silent

    APR 14

    From Ghost to Host: 7 Strategies to Re-Engage Donors Who’ve Gone Silent

    Every fundraiser has been there. A donor expresses interest, maybe even during a feasibility study, and then goes completely silent. Emails go unanswered. Calls aren’t returned. You’re being ghosted. It’s one of the most frustrating experiences in nonprofit fundraising, and one of the most common. On a recent Capital Campaign Pro podcast episode, Amy Eisenstein and Andrea Kihlstedt shared a real client story and practical strategies for re-engaging donors who’ve gone dark. The story is worth telling. A client completed a guided feasibility study, during which a donor expressed strong interest in supporting the client's campaign. When the quiet phase began, and the team reached out to discuss his gift, they heard nothing. Emails, texts, calls—silence. Then, a board member who happened to know the donor asked him to host a cultivation event at his home with a celebrity chef. He said yes immediately. By changing the ask and the asker, they turned a ghost into a host. That’s strategy number one: Change the channel. If your development director has been emailing with no response, try a different person and a different request. A board member inviting someone to host an event is fundamentally different from a staff member following up on a pledge. Sometimes the shift in messenger and message is all it takes. Strategy two: Don’t make assumptions. You don’t know what’s happening in someone’s life. They may be overwhelmed at work, caring for a sick family member, or simply have a communication style that doesn’t match yours. Andrea shared a story about a longtime friend and major donor whose habit was simply not to confirm things—ever. Knowing that pattern prevented her from reading rejection into silence. Before you assume the worst, consider whether you’re actually being ghosted or just dealing with a slow responder. Strategy three: Keep your messages short. If a donor opens your email on their phone and has to scroll, they’re less likely to read it, let alone respond. Write your message, save it as a draft, come back, and cut it in half. One clear sentence with one clear ask will outperform a three-paragraph update every time. Strategy four: Propose a specific time. Fundraising legend Jerry Panas taught that the two best windows for scheduling are tomorrow and four to six weeks out. Tomorrow works because everyone knows their schedule. A month out works because calendars are open. The dead zone is the in-between. So instead of “let’s find a time,” try “I’m free tomorrow afternoon—what time works for you?” For more approaches to confident donor conversations, explore Capital Campaign Pro’s campaign planning checklist. Strategy five: Give them a graceful exit. Say: “If this isn’t the right time, I completely understand—just let me know so I’m not pestering you.” You’ll get either relief or reassurance. Either answer moves you forward. Strategy six: Try a new subject line. “Are you okay?” works surprisingly well because it signals genuine concern rather than a follow-up ask. It reframes the outreach from transactional to relational, which is exactly where nonprofit fundraising should live. Strategy seven: Remember that persistence is not pestering. One client reached out to a board member six times with no response. When confronted at a board meeting, the member said, “What do you mean? You only emailed me once.” She had no idea. Your outreach may feel repetitive to you, but donors are busy. Keep showing up. Ghosting stings. But in most cases, it’s not personal. The donors who go quiet are often still reachable—you just need to find the right door. Ready to build a fundraising strategy that keeps donors engaged from feasibility through close? Download our free Capital Campaign Planning Checklist to map out every phase of your campaign with clarity and confidence.

    23 min
  4. Transcend or Transmit: How Nonprofit Leaders Can Break the Burnout Cycle

    MAR 31

    Transcend or Transmit: How Nonprofit Leaders Can Break the Burnout Cycle

    You got into nonprofit work to make a difference. So why does it feel like you’re running on empty most days? On this episode of All About Capital Campaigns, Amy Eisenstein sat down with Indra Lahiri — an organizational psychologist, certified traumatic stress specialist, and founder of Indraloka Animal Sanctuary — to talk about what burnout really looks like, why it’s more dangerous than most leaders realize, and what you can actually do about it. Most people think of burnout as simply being tired. And while exhaustion is part of it, Lahiri explains that burnout is more nuanced than that. It shows up as cynicism about your work, loss of motivation, and behavioral shifts you might not even recognize in yourself—like becoming overly controlling or short-tempered with colleagues and donors. For nonprofit professionals, burnout often stems from financial strain, overwhelming caseloads, or the emotional toll of serving people in crisis. But there’s a related condition that’s even more insidious: secondary traumatic stress. This occurs when you absorb the trauma of the people you’re trying to help. Unlike burnout, which builds gradually, secondary traumatic stress can rewire your brain in ways that mirror the effects of direct trauma. Your amygdala—the part of your brain responsible for detecting danger—gets stuck in fight-or-flight mode. And when that happens, your prefrontal cortex, the region you rely on for strategic thinking, clear communication, and relationship-building, gets hijacked. Think about what that means for fundraising. The skills you need most—asking donors for major gifts, coordinating with board members, explaining your capital campaign vision with clarity and confidence—are exactly the skills that suffer when your nervous system is in overdrive. You might think you’re functioning normally, but the people around you can tell something is off. Lahiri frames the choice every leader faces in stark terms: when you encounter trauma or chronic stress, you will either transcend it or transmit it. Transmitting looks like snapping at staff, micromanaging, withdrawing from donor relationships, or creating a culture of fear and reactivity. Transcending means doing the internal work required to regulate your nervous system, process what you’ve experienced, and lead from a place of stability rather than survival. That framing matters because it makes burnout a leadership issue, not just a personal one. When a nonprofit leader transmits their stress, it ripples through the entire organization—staff morale drops, donor relationships suffer, and the mission takes a hit. When they transcend it, they model resilience for their team and create the conditions for everyone to do their best work. So what does transcending actually look like in practice? Lahiri offers several accessible starting points. First, give yourself permission to take time—even an hour—that is entirely for you, not for your team, your board, or your donors. Second, learn basic nervous system regulation techniques. Deep breathing, meditation, physical movement, or even turning on music and dancing around your living room all count. The point is consistency, not perfection. One of her most practical recommendations is creating what she calls a self-care itinerary. Think of it like a project plan, but for your own wellbeing. Identify the emotional states you need throughout the day—calm, energized, soothed—and map specific activities to each one. Then schedule three small acts of self-care daily: morning, midday, and evening. Treat them as non-negotiable appointments, the same way you would treat a meeting with a major donor. If you’re preparing for or in the middle of a capital campaign and wondering whether your organization—and your team—are truly ready, start with a clear-eyed assessment. Take our free Capital Campaign Readiness Assessment to identify strengths, uncover gaps, and build a stronger foundation for success. https://capitalcampaignpro.com/assess

    27 min
  5. Is the Sky Really Falling?

    MAR 20

    Is the Sky Really Falling?

    When the economy dips, political tensions rise, or a major funder pulls back, nonprofit leaders often hear the same refrain from anxious board members: "Maybe we should stop fundraising until things settle down." It sounds reasonable on the surface. But reacting out of fear rather than strategy is one of the most damaging things a nonprofit can do—especially in uncertain times. The instinct to hunker down is understandable. When headlines are alarming and the mood in the boardroom turns nervous, it can feel like the sky is falling. But is it really? And even if parts of your world are shifting, does pulling back on fundraising actually protect your organization—or does it make things worse? The truth is, at least half of what feels like a crisis is emotional rather than factual. Fear is contagious. All it takes is one or two board members raising alarms—"We need to stop asking for money right now"—for that anxiety to ripple through your staff, your volunteers, and your entire culture. If you haven’t thought through your response in advance, you’ll find yourself speechless when a respected board member suggests putting the brakes on your campaign or your annual fund. That’s why preparation matters so much. Before the next wave of uncertainty hits, nonprofit leaders need to separate emotion from evidence and have a clear-eyed view of their organization’s actual position. Are donations truly dropping—or did you lose one grant that felt bigger than it was? Are community members disengaging—or are you hearing secondhand anxiety that doesn’t match your data? The distinction between a real organizational threat and a contagious mood is critical, and it’s one that too few leadership teams take the time to draw. Andrea recommends building this kind of engagement into your organization’s annual rhythm. Instead of conducting a strategic planning process once every three to five years, consider hosting an annual planning day where you bring together board members, key funders, and community leaders to look at the landscape, assess what’s changed, identify emerging challenges, and gather advice. When that kind of conversation is already part of your culture, the next time someone cries "the sky is falling," you can point to the work you’ve already done and the partners who are already at the table. If you’re wondering whether your organization is ready to weather the next storm, start by assessing where you stand. Take our free Capital Campaign Readiness Assessment to identify your strengths, uncover gaps, and get a clear picture of your fundraising foundation.

    17 min
  6. Why Capital Campaigns Should Start with Ideas Instead of a Campaign Brochure

    MAR 10

    Why Capital Campaigns Should Start with Ideas Instead of a Campaign Brochure

    Many organizations assume a polished campaign brochure is one of the first things they must create for a capital campaign. That assumption can slow down the most important work of building a compelling campaign. In this episode of All About Capital Campaigns, Andrea Kihlstedt talks with Sarah Plimpton, Vice President and Chief Happiness Officer at Capital Campaign Pro, about campaign communications and why the traditional campaign brochure is often the wrong place to start. Drawing on conversations with many campaign leaders, Sarah explains why organizations frequently rush to produce glossy materials and how that instinct can interfere with stronger donor engagement. The discussion begins with a common scenario. Boards and campaign committees often want a sophisticated brochure they can show friends and donors. The thinking is simple: a professional-looking document signals credibility and readiness. Andrea and Sarah explain why this approach misses a critical opportunity early in the campaign process. A campaign case for support is not a single document. It is a clear set of ideas that explain why the campaign matters, what it will accomplish, and how the funding will make that vision possible. The early phase of campaign planning should focus on developing those ideas. Andrea describes how organizations benefit when board members, staff leaders, and volunteers participate in shaping the argument for the campaign. When people wrestle with the core questions of purpose, impact, and urgency, their own commitment grows. The process builds understanding and enthusiasm long before the first major donor conversation takes place. Sarah shares why producing a finished brochure too early can limit flexibility. Campaigns unfold over time and plans often evolve. Project costs shift. New opportunities appear. Certain elements gain traction while others fade. Printed materials that lock in a specific version of the campaign can make it harder to adapt as those changes occur. There is also a deeper strategic reason to avoid a polished brochure at the start. Early campaign conversations should invite donors into the thinking behind the campaign. When organizations present a finalized document, the message to donors is that the organization has already solved the problem and simply needs financial support. When donors see draft materials and evolving ideas, they can take part in shaping the effort. That approach encourages donors to act as partners in the work rather than sources of funding. As the campaign progresses, communication strategies shift with each phase. Early stages focus on developing ideas and testing them with lead donors. Later phases introduce broader materials such as campaign websites, videos, or printed pieces that reach a wider community. The underlying case for support remains consistent while the communication tools expand to match a growing audience. Sarah closes the conversation with practical guidance for campaign leaders who are beginning to think about communications. Start with the ideas behind the campaign. Gather board members, volunteers, and staff to clarify why the campaign matters, what impact it will create, and how the fundraising will make that vision possible. When those ideas become clear and widely understood, the rest of the campaign communication process becomes far more effective. For nonprofit leaders preparing for a capital campaign, this conversation offers a practical reframing of campaign communications. Strong campaigns begin with clear ideas and collaborative thinking. The brochure can wait. To see how this philosophy plays out in a feasibility study, be sure to download our free Ultimate Guide to Capital Campaign Feasibility Studies.

    23 min
  7. Stop Nagging Your Campaign Committee and Start Getting Results

    MAR 3

    Stop Nagging Your Campaign Committee and Start Getting Results

    If your campaign committee members agreed to make calls but nothing is happening, this episode will change how you respond and improve your results. In this episode of All About Capital Campaigns, co-founders Amy Eisenstein and Andrea Kihlstedt tackle a common frustration in capital campaigns: committee members who accept prospect portfolios and then stall. The assignments are clear. The meeting is approaching. The report forms are empty. The development director is wondering how often she can “bug” people before the relationship starts to fray. Sound familiar? Andrea shares a real scenario from a weekly client support call where a lead gift committee of eight capable volunteers had one simple task: reach out to people they already knew and set up introductory conversations with the executive director. These were not solicitation calls. They were warm introductions. And yet, no one had made a move. Instead of offering tactics for stronger reminders or tighter accountability systems, Amy and Andrea propose something more effective: a shift in frame. What if the development director stopped thinking in terms of assignments and started thinking in terms of partnership? What if the question changed from “Why haven’t you done this yet?” to “What’s getting in your way?” In this practical and insightful conversation, you will learn: Why even seasoned board members and major donors hesitate to make simple outreach callsHow anxiety and uncertainty quietly stall campaign momentumThe right way to check in with volunteers without damaging relationshipsHow to offer scripts, practice, and side by side calling sessions that actually move people into actionWhy sitting in someone’s office while they make calls can dramatically increase follow throughHow to use email, text, phone, and in person outreach strategicallyWhy getting a clear no is often more valuable than chasing a lingering maybeHow to structure committee meetings so members learn from one another instead of feeling comparedAmy and Andrea explain that volunteers rarely resist out of indifference. More often, they feel unsure about how to start the conversation or nervous about how it will be received. A short opening script, a few bullet points, or a scheduled “call time” with staff support can remove that barrier. Once the first call is made, confidence builds quickly. You will also hear why development staff must resist the urge to become the schoolmarm. Campaign leadership works best when staff position themselves as allies. When volunteers sense that staff understand their hesitation and want to help them succeed, progress accelerates. This episode also explores a powerful campaign truth: clarity is everything. A yes allows you to move forward. A no allows you to move on. The maybes are what drain energy and stall campaigns. Teaching committee members to seek clarity liberates both staff and volunteers. If you are preparing for a capital campaign, leading a lead gift effort, or struggling with committee accountability, this episode offers practical guidance you can apply immediately. The strategies shared here are the same approaches Capital Campaign Pro uses with clients across the country to keep campaigns on track and relationships strong. Listen in to learn how to replace pressure with partnership and transform your committee from hesitant to confident ambassadors for your mission. For more free capital campaign resources, visit https://capitalcampaignpro.com/campaign-resources.

    17 min
4.9
out of 5
34 Ratings

About

All About Capital Campaigns is your weekly source for nonprofit fundraising advice. Each week hosts Andrea Kihlstedt and Amy Eisenstein, co-founders of Capital Campaign Pro (capitalcampaignpro.com) and special guests, provide practical tips about raising more money for your nonprofit organization. Topics include capital campaigns, feasibility studies, working with your board, donors, major gifts, volunteers, and more. This is a great resource for nonprofit Executive Directors/CEOs, Development Directors, Board Members, or others looking to learn about nonprofit fundraising.

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