blue strike webinar sending your executive director on tour - apr. 30, 2014

Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org

SENDING YOUR EXECUTIVE DIRECTOR ON TOUR

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Enter the meeting number: 23906951

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http://fuze.me/23906951



Sending Your Executive Director on Tour

BLUE STRIKE


WELCOME

At Blue Strike, we use the lens of advocacy organizations and other groups engaged in civic action, public interest law, policy-oriented work, and similar activities.


INSPIRING SUPPORT FOR CIVIC ENGAGEMENT

BLUE STRIKE


In this 45-minute session, we talk about why it’s important to have your executive director meeting face-to-face with donors. We cover everything you need to put together a successful tour.

AGENDA


AGENDA

At the end of 45 minutes, your will know how to decide on a destination, who the ED should meet with, and how to get prepped and ready to go.

We will wrap up by 2:00 pm


Taking the initiative and gaining control of your ED’s time.

WHY ME?


Coordinate with executive director’s assistant

Know where your ED is and where she is going. That’s your job, not hers

Bring in other staff at the right time

MANAGE UP


Ideally, you should have a series of four to five meetings with your executive director to plan the tour. This will give you time to figure out what you need in terms of materials and to have time to go over individual donor profiles and practice.

Don’t do it on the fly.

MANAGE UP


Meeting # 1. Present three to fi ve cities that have good “giving” potential. Meeting # 2. Use your regular call time to set up meetings

Meeting # 3. Review preliminary itinerary and talk about what you need in terms of materials and other prep.

Meeting # 4. Review materials, donor history, and talking points.

Meeting # 5. Practice the talking points. Bring in board member or other parties if they are part of the meetings.

PLANNING MEETINGS WITH YOUR EXECUTIVE DIRECTOR


IN ORDER OF PRIORITY

1. Individual donors2. Foundations3. Media4. Government/corporate5. Partners and affiliates6. Events


SELECTING A DESTINATION

Run a list of donors by zip

Review a list of foundation prospects

Look at piggybacking on partner events or other engagements


NYC

San Francisco

Chicago

REALLY GOOD ZIP CODES


Run a list of foundations in the cities you are considering

FOUNDATIONS


Executive director meeting no. 1

WHERE TO GO


Have research and recommendations ready for your meeting with the executive director.

Narrow the choice to 3 to 6 destinations with one or two recommendations.

Ask for feedback and decision.

PRESENT 3 TO 5 DESTINATIONS


Based on individual donors and foundation prospects.

MAKE A RECOMMENDATION


Making personal visits with board members, if the opportunity arises.

MAKE IT EASY



CHOOSE DONORS TO MEET WITH


Rather than simply handing off the list and asking your executive director to make the calls, you should assist in placing those calls.

CONFERENCE CALL


Good lines to use by phone or email:

“I’ll be presenting at the World Affairs Council, would you like to attend and could we catch a cup of coffee afterwards?”

SETTING UP MEETINGS


“I’ll be in town for some meetings with foundations, and I’d love to update you on our programs. Can we meet for coff ee/lunch/dinner?“

Or “We have a campaign underway and I’d like to talk to you about what we’re trying to accomplish and ask for your support.”

Or “You’ve been such a great donor. You helped us do x,y,z, last year. This year’s campaign is really crucial.”

“I’m attending the community gala and have an extra ticket. Would you be my guest?”

MORE OPENING LINES TO REQUEST A MEETING


Breakfast 7:30 to 9:00 amMid morning 10:00 to 11:30 amLunch 12:30 to 2:00 pmMid afternoon 3:00 to 4:30 pmDinner 6:00 to 8:00 pmDrinks/coffee/dessert 8:30 pm

TYPICAL DAY ON THE ROAD


House parties don’t always work but individual meetings usually do.

INDIVIDUAL MEETINGS V. HOUSE PARTIES



REVIEW PRELIMINARY

ITINERARY


Materials

People

Background

Location

WHAT DO YOU NEED TO MAKE EACH MEETING SUCCESSFUL?



MATERIALSDONOR PROFILES TALKING POINTS


A folder with: Case statement Reply device and envelope List of donors Newsletter or annual report Report on media hits Mug, pin, notepad (optional)

BASIC PACKET


Giving history

Personal info

History with organization

Giving info to other organizations

THE DONOR PROFILE


One page, three to five bullets with the most important info and the ask

How your contribution helped

THANK YOU!

TALKING POINTS



PRACTICE


Bring in board member if they are part of the meetings

Go through the talking points as if it were a real conversation

Reminder about questions and listening

PRACTICE THE DISCUSSION


Run through it all from start to finish

Use role play but don’t tell them it’s role play

Reminder - no computers or note taking – full attention on donor

PRACTICE THE DISCUSSION


SAMPLE SCRIPT


Share the itinerary with staff

Make sure materials are available online and in hand

Shipping may be needed

THE TOUR BEGINS


Keep in touch every day

ON THE ROAD


Confirm all meetings

Jot down notes so you can get follow up process underway

Add information on donor to profile

ON THE ROAD


Schedule meeting to discuss follow up

DEBRIEF


Really important to ask probing questions

Gather as much info as you can

Share information with appropriate staff

DEBRIEF MEETING


QUESTIONS AND COMMENTS


Great free and low-cost material.

ADDITIONAL RESOURCES


Top 10 Major Donor Trends for 2013 by Gail Perryhttp://www.gailperry.com/2013/04/top-10-trends-how-major-donors-are-changing-and-what-to-do-about-it/

How To Ace Your First Meeting With a Potential Donor by Jennifer McCrea and Jeffrey C. Walkerhttp://www.afpnet.org/ResourceCenter/ArticleDetail.cfm?ItemNumber=20186


http://www.gailperry.com/2013/04/top-10-trends-how-major-donors-are-changing-and-what-to-do-about-it/





http://www.afpnet.org/ResourceCenter/ArticleDetail.cfm?ItemNumber=20186




Step One: Don’t meet in the off ice. Step Two: Stick to a one-on-one meeting. Step Three: Use “Why” questions to cut through the

noise of competing interests and create the possibility of open dialog. “Why did you decide to get involved in supporting arts education programs?” “Why did you have such a strong passion for children’s rights?”

“Why did you choose cancer research as the focus of most of your giving?”

Step Four: Describe your cause in positive terms. Step Five: Don’t rely on props. Sitting across a

computer screen kills the fl ow of the conversation and stifl es your attempt to create a real human connection.

HOW TO ACE YOUR FIRST MEETING


The Importance of Face-to-Face Meetings with Donors, April 28, 2011 by Robert I. Evans and Avrum D. Lapin : http://ejewishphilanthropy.com/the-importance-of-face-to-face-meetings-with-donors/#sthash.6fm7ji01.dpuf

The Pre-Ask Meeting: Who, What, When, Where and Why? by Amy Eisenstein tripointfundraising.com/the-pre-ask-meeting-who-what-when-where-and-why


http://ejewishphilanthropy.com/the-importance-of-face-to-face-meetings-with-donors/#sthash.6fm7ji01.dpuf




INSPIRING SUPPORT FOR CIVIC ENGAGEMENT

BLUE STRIKE


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From Mary Dillon Kerwin, President of Blue Strike

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blue strike webinar sending your executive director on tour - apr. 30, 2014

Government & Nonprofit