Capital Campaign Budget Checklist

by William J. Moran, J.D., M.S.Ed.

The following expense sections and line items should be considered for inclusion when budgeting for a major fundraising campaign.

1. Personnel

Staff expenses for individuals, whether part time or full time, hired to work specifically on campaign fundraising should be included when calculating your total fundraising costs.

• Professional Staff
• Clerical Staff
• Benefits – Medical & Dental Premiums
• Benefits – Retirement Plans
• Benefits – Group Life and Disability
• Other Benefits
• Payroll Taxes
• FICA
• Unemployment Compensation
• Workers’ Compensation Premiums

2.  Counsel

• Accounting/Bookkeeping
• Fundraising Consultant – Include when calculating your total campaign fundraising costs.
• Fundraising Consultant Travel – This may be included as part of the consultant’s fee, or billed in addition to it. In any case, it should be included when calculating your total fundraising costs.
• Grant Writing – This may be included as part of the fundraising consultant’s fees, but if not should be included as separate campaign cost and included when calculating your total fundraising costs.
• Legal
• Public Relations – include when calculating your total campaign fundraising costs.
• Temporary Help/Interns

3.  Marketing

Campaign marketing expenses are generally included when calculating your total fundraising costs.

• Advertising/Promotion
• Graphic Design
• Phonathon or Telemarketing
• Photography
• Postage
• Printing – Brochures
• Printing – Solicitation Mailings
• Printing – Newsletters
• Printing – Pledge Cards
• Printing – Posters/Signs
• Printing – Stationary
• Printing – View Book
• Displays
• Donor Recognition
• Video
• Website
• Targeted Email
• Contingency

4.  Events

Include all items for each separate campaign event and include the costs when calculating the cost of fundraising. Campaign events may include not only major promotional events but also cultivation receptions, parties, dinners, lunches, site presentations, and volunteer training and orientation.

• Advertising/Promotion
• Equipment Rental
• Food & Beverage
• Printing
• Supplies
• Support Staff (non-volunteer)

5.  Support

When these items are expensed to support campaign fundraising they should be included when calculating the cost of fundraising.

• Computer Equipment
• Copying
• Meeting Supplies
• Postage
• Software
• Telephone
• Contingency

6. Educational Materials

When these items are expensed to support campaign fundraising, they should be included when calculating the cost of fundraising.

• Audio Visual Equipment
• Publications/Subscriptions
• Staff Development & Conferences
• Travel
• Total fundraising costs may depend on several variables:

1. Type of organization
2. Size of the campaign goal
3. Campaign duration
4. Personnel & consultant salaries
5. Travel required
6. Advertising
7. Use of direct mail
8. Existing fundraising infrastructure

Bill Moran, The Moran Company, specializes in nonprofit executive searches
for executive directors, fundraising staff and other top nonprofit leadership.
www.morancompany.com

© 2008 The Moran Company
www.MoranCompany.com
“We find great nonprofit executives”