1. Involve them early and often.

Gatekeepers should be part of the planning process from the start, ideally as part of a volunteer committee. Share campaign goals and key milestones with them and explain the vision behind the initiative. When gatekeepers are involved early on, they develop a sense of ownership over the campaign’s success. Their input, based on their relationships and expertise, can be invaluable.

Provide regular updates on progress, successes, and challenges. Keeping gatekeepers informed builds trust and encourages continued involvement.

2. Provide clear expectations.

Gatekeepers often have multiple responsibilities, so it’s essential to be specific about what you need from them. Are you asking for introductions to prospective donors, opportunities to present to community groups, or feedback on campaign strategy? Being clear about your expectations helps them prioritize their role and fulfill their commitments.

3. Equip them with the right tools.

Gatekeepers act as your campaign’s ambassadors. To set them up for success, provide the resources they need to advocate effectively:

• A campaign overview document with key messaging and talking points
• A list of FAQs that addresses common donor questions
• Visual materials, such as videos or shareable graphics, that they can use to introduce the campaign

Consider creating a dedicated and private online space (Dropbox, Google Drive, etc.) where gatekeepers can access updates and resources. This ensures they have the tools to promote your campaign with confidence.

4. Train gatekeepers through role-playing.

Even gatekeepers with years of experience can benefit from practice. Role-playing helps them prepare for different conversations, such as introducing the campaign or addressing donor concerns. By practicing scenarios, they can refine their messaging and build confidence.

Your capital campaign consultant or firm may provide these training forums through workshops or small-group sessions. They can be excellent opportunities for gatekeepers to learn from each other and strengthen their approach to donor engagement.

5. Keep communication personal and consistent.

While group updates through email or newsletters are important, personal outreach makes a big difference. Phone calls, handwritten notes, or one-on-one meetings show gatekeepers that their contributions are valued.

Tailor the frequency and type of communication to their preferences. Some gatekeepers prefer frequent updates, while others might find less frequent, targeted communications more effective. Maintaining this balance keeps them informed and engaged.

6. Recognize and thank gatekeepers regularly.

Acknowledging the efforts of gatekeepers helps sustain their involvement. Public recognition at events, in newsletters, or on social media highlights their contributions and shows others how valuable their work is to the campaign’s success.

Private recognition is just as important. A thank-you note or another small, thoughtful gesture shows genuine appreciation. Recognizing them in a timely and authentic way strengthens gatekeepers’ connections to the campaign.

7. Leverage digital tools to strengthen relationships.

Digital platforms offer several ways to keep gatekeepers engaged. Consider these approaches:

• Create an exclusive online space where they can view progress updates and access resources
• Host virtual Q&A sessions to provide real-time updates and gather feedback
• Share impactful campaign stories through your website, email newsletters, social media, or video platforms

Email marketing works particularly well for keeping gatekeepers informed. Segment your email lists so that updates are customized based on their specific roles. Personalization improves engagement and ensures everyone receives relevant information.

8. Highlight success stories.

Storytelling is a powerful way to connect gatekeepers emotionally to the campaign. Share stories of individuals or communities that have benefited from your work or will benefit once the campaign’s goals are achieved. These impact stories make the campaign’s benefits tangible, and gatekeepers can share them during their conversations with potential donors.

Encourage gatekeepers to amplify these stories on social media or at community events. Storytelling helps spark genuine interest and builds connections between prospective donors and your mission.

9. Offer opportunities for leadership.

For gatekeepers who want deeper involvement, leadership roles can be highly rewarding. They might chair campaign committees, host fundraising events, or spearhead peer-to-peer outreach efforts. Offering leadership opportunities allows them to take ownership of key campaign components and expand its reach.

Provide support to ensure gatekeepers succeed in these roles. Whether it’s staff assistance or access to campaign data, giving them the right resources helps them excel.

10. Solicit feedback and stay adaptable.

Gatekeepers often have valuable insights to offer based on their interactions with potential donors. Regularly seek their feedback to understand what’s working, what concerns are arising, and how you can improve. Ask them questions like:

• What responses are you getting from donors?
• Are there any concerns or misconceptions that need clarification?
• What additional support do you need to be more effective?



Incorporating their feedback helps you refine your strategies and strengthen your campaign overall.

Stewardship doesn’t end when the campaign concludes. The relationships you cultivate with gatekeepers during the campaign can set the stage for future collaborations. Continuing to engage them shows that you value their ongoing support, which can lead to new opportunities in the future.

By investing time and effort into stewarding gatekeepers, you gain influential advocates who can help expand your network and deepen donor engagement. Their involvement is a crucial element of a successful capital campaign, and the benefits of nurturing these relationships will extend well beyond the campaign’s timeline.