Face To Face Solicitations How to get F2F meetings September 25, 2008 Krista Boscoe

Getting F2F meetings What we will cover today: 1.Identifying the donor(s) 2.Getting the F2F meeting 3.Making the case for support at the meeting 4.Follow up after the meeting

Creating a list of Prospective Donors 1.Use your data base 2.Include your board members 3.Include your volunteers 4.Don’t spend a lot of time creating lists – they can be updated regularly. Just get started with some names

Create a Portfolio on Potential Donors 1.Provide giving history if known 2.Does donor have a passion for your organization? 3.Does donor have a passion for your mission? 4.Is donor a user of your organization? (a parent, grandparent, member)

Assign a contact person 1.Best if Contactor knows the donor 2.Contactor must be persistent in getting a meeting – sometimes takes many calls 3.What if donors asks “why do you want to meet with me?” 4.What if donors says “is this a fundraising meeting?” 5.Get donor’s preferred contact information 6.Venue – go for donor’s home or office, the organization’s offices and NOT a restaurant

First meeting is often for education purposes 1.The Team is there to get to know donors’ interests better, talk about your organization and see if a common bond can be found 2.The case for support – strongest NEEDS of your organization should be spelled out 3.This is a time to plant seeds for future support 4.Discuss estate planning – strongly advise that Team members have left organization in their estate plans

Confirm the meeting 1.Important to have you or your assistant confirm the meeting 1 – 2 days before hand via or telephone 2.If donor has to cancel, no problem - they feel somewhat guilty and are more open to rescheduling and meeting with you

At the meeting 1.Confirm ahead of time if someone on the Team will take brief notes - important 2.Engage in friendly chit-chat to see what the donor and their family has been doing lately 3.Thank the donor for meeting with you 4.CEO gives history and mission of organization and why your organization is unique

At the Meeting Cont. 5. Ask donor to talk about their connection to your organization – look for common areas of interest 6.Lay leader tells how and why they are involved with organization and their passion for the mission 7.CEO makes a case for support 8.CEO can give an example of a Legacy Gift and its impact on organization

At the Meeting Cont. 9.Director of Development (DOD) or other Team member asks if donor has a will or estate plans 10.DOD asks donor to consider putting your organization in their estate plans 11.Discuss Place Marker if donor is young 12.If donor says “no”, ask “what would it take to have you include us in your will?”

At the Meeting - concluded 13.Confirm follow up plans before ending the meeting 1.Call donor in ____ weeks (agreed time) 2.Call after a certain event (wedding) 3.Send requested information 4.Let donor know you will call for a follow up meeting 14.Often more than one meeting is needed to close a Legacy Gift – be persistent

Follow up after the Meeting 1.Note taker type up meeting notes ASAP to be put in data base and donor’s hard file 2.Send personal thank you note to donor 3.Get back to donor with any unanswered questions or requested documentation 4.Steward and cultivate donor on regular basis 5.Set 2 nd meeting based on your discussion

Cultivation & Stewardship Tools 1.Send Rosh Hashanah cards with personal note or hand signature 2.Include testimonials about legacy gifts in printed materials 3.Promote Legacy Society donors by listing in publications

Cultivation & Stewardship Tools Cont. 4. Invite Legacy Society donors to gathering of board members and CEO at least once a year 5.Send update notes to society donors and prospective donors talking about new gifts or what a gift has meant to organization 6.Tell donors that each gift makes a difference to your organization and how

Take Away Notes from Today 1.Be a Legacy donor yourself to your organization – the process will help you with others 2.Take two names to start with for getting F2F meeting and make your calls ASAP 3.It takes 1-2 years to build up a Legacy Society so holidays great time to start 4.It is okay to ask for legacy gifts AND annual operating gifts at the same time

Take Away Notes Cont. 5.Pieces for your Legacy Society fall into place over time so start now 6.Cultivate and Steward donors with 3-4 touches each year via mail, telephone, F2F meetings or at events

Questions & Answers Thank you for attending today Call or with further questions: Krista Boscoe