Guide for the Successful Campaign Solicitor.

Just as in every other sector of your life, so it is with your campaign commitments--a broken promise can destroy confidence and result in diminished relationships. If you agree to call on a prospective donor, and commit to a specific plan, please adhere to the agreement.

Welcome to

an elite group of community volunteers. As a Steering Committee member, you have made an honorable commitment to improve your community and the lives of your neighbors. Your role in this campaign cannot be underestimated. Your time is valuable. Yet, you have offered to serve at your own expense, to make sacrifices to your busy schedule and to help insure that this campaign is a success. We applaud your decision.

You were recruited because your stature in the community lends immediate respect and credibility. Your business and social connections provide this campaign with increased visibility and distinction. These intangible contributions will, no doubt, prove of financial benefit to the project.

When all is said and done, perhaps you only expect a modest fare of punch and cookies shared among friends at a much deserved victory party. However, you may find the rewards more gratifying than you can imagine at this end of the effort. Above all, your reward will be the sense of accomplishment for a job well done, the camaraderie of those who understand your effort and sacrifice, and the deep satisfaction that comes from helping others less fortunate.

The following are a few suggestions to help you complete your assignments to everyone's satisfaction:

Tip #1: Make Your Own Financial Contribution.

You already believe in the value of the campaign. By making a financial commitment before scheduling your visits, you will put yourself in the best possible frame of mind. Generosity encourages generosity. With your financial contribution firmly established, you will be free to ask others in confidence and with genuine enthusiasm.

Tip #2: Get Familiar With The Case Statement.

Thoroughly review the case statement before each call. Be ready to answer questions and discuss the details of the project without hesitation or awkward paper shuffling. Know your prospect. Anticipate their questions and be ready to respond clearly and concisely. If you feel it's appropriate, take along a staff person who can help answer more specific questions. The goal is to convey the mission, the needs and the campaign solution. Sometimes a staff member can offer a first-hand interpretation of the case statement.

Tip #3: Follow The Steering Committee's Recommendations.

Nothing makes a campaign appear more disorganized than having lone-ranger volunteers. Never conduct a call without first receiving advice and consent directly from the Steering Committee. If you cannot attend a meeting, make sure you find out what was discussed. Stay in touch. A successful solicitation requires many layers of good decision making: Are we soliciting the right person? Are we soliciting the right person with the right gift amount? Have we chosen the right person to solicit the right person with the right gift amount? And so

On[ldots] It's critical that solicitors cooperate with the Steering Committee's research and recommendations.

Tip #4: Prepare A Letter That Clearly States The Amount Requested.

Keep it short and to the point, but include the requested amount in the first paragraph. Hold on to the letter until the end of the visit. Ask for the gift amount within the first 10 minutes of the call. As the meeting comes to a close, present the letter appropriately. Include a pledge card and envelope so the donor can fill it out and hand it back.

If the prospect suggests an amount in advance of your request, and if it is not the amount in the letter, thank her and present your letter anyway, indicating the amount sought and needed. If the donor says she requires additional time to consult with a spouse, accountant, attorney, etc. ask when it would be convenient for you to get back for the answer. If the request is deemed "too steep," suggest that the pledge be fulfilled over a three to four-year period. (Campaigns typically allow a multi-year pledge arrangement, usually not to exceed five years.) Always follow up with the donor. Do not let the pledge remain in limbo. Your diligence will convey the value and importance of their pledge.

One can never overly appreciate a donor. Be sure to send a note the next day, along with a professionally prepared gift acknowledgment letter from the organization. These seemingly small gestures are essential. Campaign momentum is gained or lost by the actions and attitudes of its solicitors. Keep things moving positively.

Tip #5: "If You Don't Build It, Gifts Won't Come."

Every organization has its own "field of dreams." To make these dreams a reality, each volunteer must see his participation as vital to the campaign's overall success. Without good planning, faithful execution and diligent follow through, gifts will not materialize. On the other hand, when everyone does his part, worthy goals can be achieved and surpassed.

Just as in every other sector of your life, so it is with your campaign commitments--a broken promise can destroy confidence and result in diminished relationships. If you agree to call on a prospective donor, and commit to a specific plan, please adhere to the agreement. Make the call by the designated deadline. Set up the appointment. Get prepared for the meeting and go in with confidence. As with any team effort, your performance reflects on everyone else involved. If you are unable to fulfill your promise to call on a prospect, please let the leadership group know well ahead of time.

Finally, remember that what you are doing is greatly appreciated by those who know how important your time and talents really are. No successful campaign drive is carried out apart from the efforts of a generous few. Your willingness to go to others with the message of this campaign demonstrates that the stature you have achieved in this community is appropriately placed.

Melinda Jaye is a consultant with Hartsook and Associates, a fund-raising consulting firm based in Wichita, Kansas. Her introduction to campaign and volunteer activities occurred during the Wichita State University's Campaign for Excellence, a highly visible national campaign in the last half of the 1980s. Throughout the 1990s, she served as Executive Director of the Endowment Association of Butler County Community College. Currently she is resident consultant for The Salvation Army of Hutchinson's Heart of Compassion capital and endowment campaign.