Unlocking Fundraising Success: Crafting an Effective Pre-Visit Plan to Engage Donors

What’s your plan?

Setting up a fundraising pre-visit plan is crucial to ensure a successful meeting with a potential donor. It allows you to prepare, gather relevant information, and tailor your approach to the donor’s interests and philanthropic goals. Here’s a step-by-step guide to help you create a comprehensive pre-visit plan:

1. Research the Donor:
   • Gather all available information about the donor, including their background, interests, philanthropic history, and any previous interactions with your organization.
   • Look into their giving patterns and causes they support. This will help you understand what aligns with their values.
2. Set Clear Objectives:
   • Define the purpose of the visit. Are you seeking a major donation, cultivating a relationship, or updating the donor on a specific project?
   • Set realistic and measurable goals for the meeting. For example, the desired outcome might be securing a specific donation amount or gaining their commitment to support your cause.
3. Prepare a Compelling Case:
   • Develop a compelling case for your organization or project. Highlight the impact of your work and the difference their contribution can make.
   • Be ready to share success stories, testimonials, and specific examples of how their support will bring positive change.
4. Identify the Right Participants:
   • Choose the right representatives from your organization to attend the meeting. It could include your executive director, board members, program managers, or beneficiaries.
   • Consider involving someone who has a personal connection or a strong relationship with the donor if possible.
5. Schedule the Meeting:
   • Reach out to the donor or their assistant to schedule the meeting. Clearly state the purpose of the visit and the expected duration.
   • Be flexible with the date and time, accommodating the donor’s schedule as much as possible.
6. Create an Itinerary:
   • Plan a detailed itinerary for the visit. Include an opening statement to set up your visit agenda, solid open ended questions to engage your donor in conversation, a presentation about your organization and its impact, a tour (if applicable), and a one-on-one discussion with the donor with the opportunity to have a specific ask.
   • Allocate specific time slots for each agenda item, ensuring that the donor’s time is well-utilized.
7. Anticipate Questions and Concerns:
   • Anticipate potential questions or concerns the donor might have and prepare thoughtful responses.
   • Be ready to address any queries related to your organization’s financial transparency, impact measurement, or future plans.
8. Practice and Role Play:
   • Conduct a practice session with your team, where you simulate the meeting and practice your presentation.
   • Role-play various scenarios to be better prepared for unexpected questions or reactions.
9. Follow-Up Plan:
   • Develop a follow-up plan for after the meeting. Decide on the appropriate actions based on different outcomes, such as sending a personalized thank-you note, additional information, or a follow-up meeting.
10. Reflect and Adjust:

• After the meeting, take the time to debrief with your team. Assess what went well and what could be improved for future donor visits.
• Use the feedback and experiences to adjust your approach for future fundraising efforts.

Remember, building relationships with donors is a process. Building trust and understanding their interests will take time and consistent effort. Approach the pre-visit planning with enthusiasm and genuine interest in their philanthropic goals.