By Greg Fitzgerald
Managing Editor
VisionWork Associate, LLC

In a recent email, I was asked about the best way to announce the end of a Capital Campaign. In this case, the organization had raised most, but not all, of the Campaign goal. The construction was nearly at and end. However, the group still had two active major solicitations that could push the campaign over its goal.

The group was interested in declaring a successful end to the Campaign because a program was starting in the new building in a few weeks. They thought the opening of the program would be a good time to announce. However, I advised them otherwise.

Although the opening of the program might have seemed like a good time to do so, I told them it was actually premature to announce the Campaign was over, since they did not have all the cash and pledges they wanted.  One of the key reasons was the announcement could be confusing to the remaining outstanding major prospects. The prospects might question whether the group still needed their donation.

My suggestion was that they follow up with the remaining two donors, letting them know (politely, of course), that the organization would like to be able to announce the successful completion of the campaign.  The group needed to give the prospective donors a full report on progress - both on the building, and the fundraising.  I advised that the group try to get the donors to declare how much they are giving, and when.

On the fundraising side, the group needs to show the prospects the cost of the project, along with progress toward the campaign goal.  Since the group has significant in-kind donations of goods and services, they must be sure to include the cost of the in-kind work in the project cost, and the value of the in-kind donations in their campaign results.

When it's really time to announce the completion of the campaign, I told them have a press release ready to send to the local media.  Provide them with a picture - it stands a better chance of being published if there's a picture.  Some groups take out a print advertisement thanking people.  That can get a little costly, and since this was a smaller Campaign (under $300,000) the decision to do so is up to the group. 

In addition, they must have a letter prepared for all their donors, thanking them and reporting on the success of the campaign.  Of course, the Campaign Chair needs to have a letter ready, preferably hand-written, thanking fundraising committee members.

If a group is planning to acknowledge the donors with a plaque inside the building, they should have it ready to install, or already installed.  In that way, they can include a picture of it with their donor thank-you/report.

Since this organization is having a mini-event for the opening of the program using the new facility, I advised them to send out press releases at least a week before.  They should then follow up with media to see if they can get a reporter or camera crew there for the event.  They should invite donors and have people there to personally thank them (not publicly) if they come. 

For groups having a "grand opening" type of event, there's really no reason to have a separate event to announce the completion of the campaign.  Just do the press, newsletter, bulletin, and donor letter tasks mentioned above.

If you have any specific questions in this regard, please feel free to contact me with them by email at greg@visionwrks.com. As always, I wish you success in all your fundraising efforts!