Capital Campaign Budgets: How to Plan, Staff, and Fundraise Effectively

In this episode of All About Capital Campaigns, Amy Eisenstein and Andrea Kihlstedt tackle one of the most important and often misunderstood aspects of a successful capital campaign: creating and funding a campaign budget.

A capital campaign requires more than enthusiasm and a compelling case. It demands resources, staff support, and a financial plan that spans several years. Amy and Andrea explain why it is unrealistic for nonprofit leaders to think a campaign can succeed without investing in additional help, expertise, and infrastructure. They walk through the essential elements of a strong campaign budget and show how the campaign itself can raise the funds needed to cover these expenses.

Listeners will learn:

• Why capital campaigns are fundamentally different in scale from annual fundraising
• The types of staff support most organizations actually need (and why it’s not always a major gift officer)
• How to think about campaign consultants, feasibility studies, donor recognition, and events as part of the budget
• Examples of real campaign costs, from simple kickoff gatherings to large-scale celebrations
• How to address board concerns about “overhead” and gain approval for campaign expenses
• The widely accepted rule of thumb that campaign budgets average about 10% of the overall campaign goal—and why that percentage can vary based on project size

The conversation also covers practical tips for making budgeting conversations easier with boards and leadership teams. Andrea and Amy describe both the “top down” approach (starting with a percentage of the campaign goal) and the “bottom up” approach (listing specific anticipated expenses) to arrive at a realistic and effective campaign budget.

By the end of the discussion, nonprofit leaders will have a clear understanding of how to plan for campaign expenses, make the case for additional staff or consulting help, and use the campaign itself to fund these investments. Amy and Andrea also share success stories from organizations that shifted their thinking, gained board support, and found relief in knowing that their campaigns were properly resourced.

Whether your organization is preparing for a $3 million initiative or a $40 million project, this episode will give you a framework for understanding capital campaign budgets and the confidence to explain them to your team and board.

For more free capital campaign resources, visit https://capitalcampaignpro.com/campaign-resources.