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

Sending Your
Executive
Director on
Tour
BLUE STRIKE

WELCOME
At Blue Strike, we look at fundraising
through the lens of advocacy
organizations and other groups engaged
in civic action, public interest law,
policy-oriented work, and similar
activities.
Blue Strike Webinar: Sending Your Executive
Director on Tour April 30, 2014 bluestrike.org

INSPIRING
SUPPORT FOR
CIVIC
ENGAGEMENT
BLUE
STRIKE

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

AGENDA
At the end of 45 minutes, you 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 five 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 donors
2. Foundations
3. Media
4. Government/corporate
5. Partners and affiliates
6. 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

New York City
San Francisco
Chicago
REALLY GOOD DESTINATIONS

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

Include board
members in
personal visits, if
the opportunity
arises.
MAKE IT EASY

Executive
director
meeting
no. 2
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 up over 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
coffee/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 am
Mid morning 10:00 to 11:30 am
Lunch 12:30 to 2:00 pm
Mid afternoon 3:00 to 4:30 pm
Dinner 6:00 to 8:00 pm
Drinks/coffee/dessert 8:30 pm
TYPICAL DAY ON THE ROAD

 Media – radio interviews, editorial
board meetings, and more
 Government/corporate
 Partners and affiliates
 Events – look for related events
FILL IN WITH THESE OPTIONS

House parties
don’t always
work but
individual
meetings usually
do.
INDIVIDUAL MEETINGS V.
HOUSE PARTIES

Executive
director
meeting
no. 3
REVIEW
PRELIMINARY
ITINERARY

 Materials
 People
 Background
 Location
WHAT DO YOU NEED TO MAKE
EACH MEETING SUCCESSFUL?

Executive
director
meeting
no. 4
MATERIALS
DONOR 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 to other organizations
THE DONOR PROFILE

 One page, three to five bullets with
the most important info and the ask
 How your contribution helped
 Say THANK YOU!
TALKING POINTS

Executive
director
meeting
no. 5
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
 Be prepared to ship materials if
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
WHILE YOUR EXECUTIVE DIRECTOR
IS 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

Great
free and
low-cost
material
ADDITIONAL
RESOURCES

Top 10 Major Donor Trends for 2013 by Gail Perry
http://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. Walker
http://www.afpnet.org/ResourceCenter/ArticleDetai
l.cfm?ItemNumber=20186
ADDITIONAL RESOURCES

 Step One: Don’t meet in the office.
 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 flow of the conversation and stifles 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
ADDITIONAL RESOURCES

INSPIRING
SUPPORT FOR
CIVIC
ENGAGEMENT
BLUE
STRIKE

Recapturing Lost Donors
Tuesday, May 13, 2014 at 01:15 PM
The Magic of Thank You Calls
Tuesday, May 27, 2014 at 01:15 PM
Charity Watchdogs: Managing Your Profile and
Ranking
Tuesday, June 24, 2014 at 01:15 PM
BLUE STRIKE WEBINARS

Thank you for
participating today!
From Mary Dillon Kerwin
President of Blue Strike
Check out our new Facebook page
https://www.facebook.com/bluestrike.org
BLUESTRIKE.ORG

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

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

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