1. LIZOTTE-WIDYARATNE PHILANTHROPIC CONSULTING SERVICES lwpcs.ca Presentation to Members of AFP and CAGP Ottawa By Sue Widyaratne & Marie Lizotte SETTING UP “FACE-TO-FACE” MEETINGS WITH DONORS & PROSPECTS October 20, 2010

2. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services2 CONTENT Pre-meeting preparation. Getting the appointment. The meeting. The ask. Following the meeting. Responding to concerns.

3. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services3 PRE-MEETING PREPARATION He who fails to plan, plans to fail Be proud of your organization. Make a donation yourself. Identify purpose of meeting.

4. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services4 PRE-MEETING PREPARATION He who fails to plan, plans to fail Know everything about the prospect: Relationship with organization. Special interests. Giving interests. Capacity to give. Family values. Who makes the philanthropic decisions in family?

5. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services5 PRE-MEETING PREPARATION He who fails to plan, plans to fail Materials to be left behind. Information about how previous donations have been used. Practical keepsake with logo. Check for correct address and phone number. Arrive on time!!!

6. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services6 PRE-MEETING PREPARATION Examples from audience?

7. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services7 GETTING THE APPOINTMENT One of the hardest things to do Each donor is unique. Have the right attitude. Tell the truth about why you want to meet.

8. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services8 GETTING THE APPOINTMENT Discovery/cultivation meetings Objective: Is there a future gift? Ask meetings Only donors who are ready to be asked.

9. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services9 GETTING THE APPOINTMENT Choose best person to make appointment. Send hand-written note if necessary. Deliver tax receipts personally. Meet where donor is comfortable.

10. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services10 GETTING THE APPOINTMENT Don’t Discuss the campaign over the phone. Ask for the gift over the phone. If not successful at getting appointment - try later. Sample responses for “Will you be asking for a donation at this meeting?” provided in handout.

11. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services11 GETTING THE APPOINTMENT Examples from audience?

12. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services12 THE MEETING Thank and set time limit for meeting. Take cues from surroundings. Stick to your mission. Engage the prospect. How their past donations have helped.

13. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services13 THE MEETING Get feedback about information sent. Discuss the project for which you’re seeking support. Listen! Listen! Listen! And take note. If appropriate - move towards the ask.

14. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services14 THE ASK Approach the ask with confidence and pride in the work that you do. State your case. Stop talking and listen!

15. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services15 THE ASK Take cues from the response. If no - don’t show disappointment - keep smiling. Sample phrases to help close gift provided in handout.

16. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services16 THE ASK Examples from audience?

17. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services17 FOLLOWING THE MEETING Always walk away with a next step. Always send a thank you. Always keep the donor moving along and engaged. Track all information in the database.

18. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services18 ADDRESSING CONCERNS A “no” may mean a number of things - ask probing questions. Sample phrases for a number of scenarios provided in handout.

19. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services19 CONCLUSION Prepare for every meeting. Try your best to get a face-to-face meeting. Listen! Listen! Listen! Only ask when appropriate. Always leave with a next step. Always keep the donor engaged.

20. lwpcs.ca Lizotte-Widyaratne Philanthropic Consulting Services20 THANK YOU QUESTIONS?