Funder Site Visit: 8 Tips for a Successful Introduction

 

I recently arranged for a nonprofit to have an introductory site visit from a prospective funder. When the staff first heard the news, they cheered with excitement. But quickly the big grins on their faces were replaced with looks of sheer panic. They had never had a site visit from a prospective funder.  I was soon bombarded with:

 

 

“How do we prepare?”

“What are we supposed to do?”

“What will they want to hear?”

“Who’s going to ask them for the money?”

 

They were all great questions. But before I answered any of them, I reminded the staff of a very important fact: They were going to be visited by people.

Yes, funders are people, too. They just happen to be people who have money to support organizations engaged in work that aligns with their priorities. And since they are already supporting other organizations whose work align well with their priorities, you had better make the best of any introductory site visit.

Here are 8 tips for a successful introductory site visit:

1. Clean your home. Have you ever been invited to someone’s home and arrived to find it a mess? How did you feel? Well, that’s it exactly how a funder will feel if they arrive to your office and it’s not clean, organized and inviting.

2. Everyone in the organization should be aware of the visit. Though there may be only one program or service that aligns well with the funder’s priorities, this is an introduction to the organization. Every member of your “family” should be informed well in advance about the visit and prepared to answer any questions they may be asked about themselves, their work and your organization’s beneficiaries.

3. Greet your visitors at the door. Ideally the Executive Director and/or Development Director will greet your guests promptly when they arrive. This would be a great time for them to tour your offices.

4. Be hospitable. Serve refreshments. If it’s winter, you might offer coffee, tea and pastries. If its summer, you might offer iced tea and fresh fruit. Your visitors don’t expect a spread, so don’t go overboard. You want them to be impressed by your work, not your local bakery.

5. Have a written agenda. There should be a formal agenda outlining the flow of the discussion. Though you may be tempted to jump right into talking about your organization and the work you do, remember this visit is as much an opportunity to learn about the funder as it is for the funder to learn about you. Give your guests an opportunity to introduce the Foundation, its mission and priorities. You will likely learn information not available on their website.

6. Don’t overload your guests with materials. Provide each representative with a packet of materials related to your history, mission, programs, etc. Less is more. It is better to package the materials together and give them out all at once than to distribute them individually during the meeting.

7. Keep it concise, relaxed and relevant. Develop key talking points but don't be scripted. The discussion should flow as a friendly conversation. Avoid giving speeches. Think about the funder’s interests as you consider what to share (i.e., success stories, recent accomplishments, what you hope to accomplish).

As you prepare your talking points, keep these guidelines in mind:

· The funder doesn’t know your organization. They will likely have questions that start with who, what, when, why and how.

· Succinctly emphasize successes and challenges. Try not to speak for more than 3 minutes at a time without a break.

· If at all possible, avoid acronyms. If you must use them, be sure to define them first. Using acronyms unknown to your guests will leave them and the point you are trying to make lost in alphabet soup.

· Don’t lecture (no PowerPoint presentations). You want to have a conversation so your guests can get to know you. Allow your guests to ask questions.
 

DO NOT ASK FOR ANY MONEY! This is an introduction. Unless your guests bring it up, there should be no discussion of money during the site visit.

Keep in mind, no two funders are alike and no two site visits will be alike. Be sure you structure each site visit to the prospective funder.

 

Are you preparing for a site visit from a prospect funder? I’d love to hear about it!

P.S. - The nonprofit had a great site visit. In fact, they were invited to submit a formal request for support!