Don’t Wait: How to Engage Your Board *Before* a Capital Campaign Launches

A campaign’s success doesn’t depend on landing the biggest gift—it depends on having a well-informed and aligned board.

But here’s the catch: many organizations wait too long to engage their board—sometimes not until a campaign is fully scoped or even ready to launch. By then, it’s often too late for meaningful input, and what could have been excitement shows up as hesitation or resistance.

The strongest campaigns start with thoughtful pre-planning, where board members are brought in early and often—not just to approve the final plan, but to help shape it.

What Is Pre-Planning, and Why Does It Matter?

Pre-planning is the stage before feasibility—when you’re clarifying your goals, building internal readiness, and mapping out what a campaign could look like.

Engaging the board during pre-planning ensures they understand the vision, trust the process, and are prepared to lead alongside staff when it’s time to move forward.

How to Engage Your Board During Campaign Pre-Planning

Here’s how to build board buy-in from the very beginning:

1. Start with Personal Conversations

Individual one-on-one conversations with board members are a powerful tool—not just for sharing information, but for building trust.

These personal conversations allow board members who may not feel comfortable speaking up in a group to ask their questions candidly. They also give you a chance to build stronger relationships, identify who your champions are, and notice who might need a little more encouragement along the way.

When people feel heard, they’re more likely to lean in—not dig in.

2. Offer Bite-Sized Approval Votes

Big decisions feel less overwhelming when broken into smaller, meaningful steps.

Consider asking the board to approve things like:

• A working campaign goal range

• Gift acceptance policies for the campaign

• The campaign consultant or counsel you're engaging

• A draft campaign timeline or campaign readiness checklist

• Moving forward with a feasibility study

These "bite-sized" approvals help build ownership and momentum without overwhelming the group.

3. Educate and Align

Not every board member has participated in a capital campaign before—and even those who have might not remember the mechanics.

Take time to walk through a high-level “Campaign 101” that includes key terms, the phases of a campaign (especially the quiet phase), and what will be expected of them. This builds shared language and confidence—both of which are essential.

4. Invite Input—Before Things Are Final

Board members bring valuable perspective. Share early drafts of the case for support, engagement lists, or campaign goals and ask for their insights. Even if you don't take every suggestion, the act of asking builds connection and trust.

Common Pitfalls to Avoid

Even well-intentioned plans can falter if board engagement is left too late. Here are some pitfalls to watch out for:

• Bringing the board in too late: If they’re only hearing final plans, they miss the chance to shape or understand the “why” behind them.

• Treating board members only as donors: Their networks, wisdom, and lived experience are just as important as their financial support.

• Overloading with jargon or assumptions: Many won’t know the terms “lead gift” or “campaign gift chart”—and that’s okay. Explain as you go.

• Ignoring quiet concerns: When a board member is dragging their feet, it’s often because they have unanswered questions or concerns. This is almost always avoidable if you’ve created space for dialogue early in the process.

Final Word: Start Early, Stay Connected

Engaging your board during capital campaign pre-planning isn’t about asking for gifts. It’s about building confidence, alignment, and shared ownership.

When board members feel included from the start, they’re more likely to lead with enthusiasm, open doors in the community, and help drive a successful campaign forward—not slow it down.

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​Frances Roen is the Founder of Fundraising Sol and a fundraising consultant with two decades of experience. She is deeply passionate about relationship building, individual donor work, and supporting nonprofit professionals’ health and wellness to enable them to deliver their best work.