Role of Capital/Finance Team members
 Please note: These job descriptions were composed for medium to large sized outreaches with Impact World Tour. For smaller events not all positions or simplified procedures might be required, please apply common sense in determining the needs for your community.
Role of Capital Team Members
Each CTM should suggest between 25-30 individual names (Candidates); and then approach between 15-20 Prospects. For example, to achieve the goal of $148,000, (see Figure A) we will need to involve approximately 40-50 Capital Team Members on an individual track. An invitation to a fundraising banquet may constitute an individual approach, depending on the local strategy.
Capital Team members will receive training and support throughout the campaign. The Fundraising Team should spend an evening with the Capital Team Members, brainstorming together for names of individuals who could be approached for donations to the campaign. The Fundraising Team will then assign these names and produce a master list of which Capital Team Member will approach individuals.
Figure A. Gift Table
Candidates to Prospects
The preceding Figure A breaks down $148,700 to show the number of gifts (at varying levels) and therefore the number of Prospects and Candidates needed to meet the budget. Obviously, more people are approached (Prospects) than become donors and even more will be Candidates but research and evaluation rule them out as prospects to approach.
Prospect Research and Evaluation
The general community will be divided into three areas of contact: Individual, Corporate, and Gifts in Kind.
Figure B. Sample Gift Table by Constituency
Research Team
Researching and screening your Candidates (potential donors) requires a team. One team member is needed for every 40 Candidates to be evaluated. At Prospect Evaluation Meetings, the team members should reflect the diversity of the prospect list in terms of age, geographic distribution, denominational affiliation and profession.
Team members who do candidate research often become Capital Team Members.
Use Figure D below to help you create a profile for each prospect.
Prioritizing Prospects
The 20-80 rule: 20% of the people give 80% of the finances
The objective of prospect evaluation is to identify the top 20% of your donor prospects and thereby enable you to target your resources to maximize your time.
- Geographic
- Class-based
- Profession
- Influence
- CEO’s
- Business Owners
Figure D. Profile Catalogue
Prospect Evaluation Meetings
Use information from figure D. (above) to answer the following questions:
- What is the prospect’s financial capability?
- How would you rate the prospect’s interest in the campaign?
- What is the prospect’s giving record in the past?
- Would this prospect make a good capital team member?
Design a form similar to Figure E. below and record on it the results of the questions 1 - 4. Category would be I = individual, C = corporations/businesses, G = gifts in kind.
Rate the answers to the questions with a number from 1 to 5, the highest being 1 and the lowest 5.
Determine whether your prospects are better suited to an individual or group presentation. Record on the prospect evaluation form (Figure E) the opportunity to be extended to them: individual solicitation, businessmen’s luncheon, dessert banquet or gift in kind.
Figure E. Sample Prospect Evaluation Form
Assign a Capital Team Member to each Prospect.
- Would the team researcher be willing to solicit this individual?
- If not, who is likely to be the most effective capital team member?
Prospect Database
Using the master spreadsheet at the local IWT office record the information on each prospect - all records must be on the one spreadsheet for tracking purposes. Although initial information can be entered separately, be sure to use the master database, as it will track the pledges and gifts for the whole campaign.
Training for Presentations
After Capital Team Members receive their list of names there will be a training evening to discuss the procedure for approaching individuals and to become acquainted with the materials to be used.
Fundraising Materials
The Fundraising Team Leader will be given a sample Fundraising Prospectus. Appoint a materials coordinator to supervise the development and printing of enough materials for all Capital Team Members. Submit a budget to the Executive Committee (before ordering materials) for approval.
Progress of Solicitation
Following the Prospect Evaluation meeting, Capital Team Members will begin scheduling meetings with those individuals on their lists. Two things, which should be done before meetings with Prospects, begin, are:
- A double check on all names to ensure there are no duplicates
- When scheduling meetings by phone, begin with a diagnostic question to ensure they have not been approached by anyone else regarding a contribution to the Impact World Tour.
During the campaign, the local office will keep records of your:
- Intent to approach the Prospect
- Progress Report from the weekly report meeting
Glossary of Terms
Capital Campaign:
The overall strategy for raising the funds needed to hold the Impact World Tour campaigns and outreaches.
Capital Team Member:
All those involved in approaching the broader community for gifts and pledges toward the local budget for the Impact World Tour. It should be stressed that everyone in the Finance Team flowchart is a Capital Team Member in that everyone will be involved in presenting the Impact World Tour to a number of candidates.
Candidate:
All of the prospects that seem most likely to contribute in some way to the campaign through financial giving or gifts in kind.
Prospect:
Any individual, business, civic/social club or society, or group with any level of relationship to a Capital Team Member.
Catalogue:
The system of tracking and reports kept to monitor the overall progress of the Capital Campaign.
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