Mastering Donor Meetings With Preparation

From Coffee To Commitment

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Updated - 09/06/2024

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In the world of nonprofit fundraising, meeting with a donor for coffee (or any in-person meeting), whether they are a potential supporter or a current contributor, is one of the most crucial interactions you’ll have.

This isn’t just a casual coffee chat; it’s a pivotal meeting that can define a donor’s impression of you, your organization, and may determine whether they make a moderate gift, a significant one, or none at all. The stakes are high and coming prepared can greatly increase the likelihood you’ll leave with a smile and the outcome you desired.

The importance of being thoroughly prepared

Imagine walking into a donor meeting feeling confident, organized, and ready to make a compelling case for your nonprofit and its noble work. Now, imagine the opposite: you’re unprepared, stumbling on your words and thoughts, unable to answer basic questions about your programming, finances, and plan for the future. The difference between these two scenarios is stark, and the results can be just as drastic.

Advantages of being prepared

When you’re well-prepared for a donor meeting, you’re not just setting yourself up for success—you’re demonstrating respect for the donor’s time and philanthropic interests. Preparation allows you to clearly and confidently articulate your organization’s mission, showcase your passion, build trust, and align your goals with the donor’s values. This level of readiness can lead to larger donations, deeper personal relationships, and a greater likelihood of ongoing support.

Disadvantages of being unprepared

On the flip side, walking into a meeting without thorough preparation can be disastrous. It’s not just about missing out on a donation; it’s about the impression you leave behind. An unprepared fundraiser can come across as unprofessional, disorganized, and even disrespectful. The donor might feel that their time has been wasted, or worse, they may question the competence of your entire organization. This can lead to no gift, a smaller-than-expected gift, or even negative word-of-mouth that could damage your reputation in your community.

Why many fundraisers are ill-prepared

So why do so many fundraisers find themselves underprepared for donor meetings? The reasons vary, but a common theme is the misconception that they can simply “wing it.” Fundraisers, especially those new to the field, might rely too heavily on their personality, the strength of their cause, or the belief that their passion alone will carry them through the meeting.

Overconfidence in the cause

There’s often an assumption that the cause itself will do the heavy lifting. While your cause is undoubtedly important, donors (especially the very wealthy ones) are approached by dozens of organizations with equally compelling missions. What can set your organization apart isn’t just the great work you’re doing, it’s the connection you build during the meeting, which, if you want to be an ace fundraiser and have happy, loyal donors, requires preparation and strategy.

Lack of experience or training

Many fundraisers are passionate individuals who may not have received formal training in donor relations. Without a solid understanding of basic “field tested” fundraising tactics and the nuances of relationship building, they might not realize the importance of preparation until they’ve already made a mistake.

This is why continuous learning and mentorship are vital to fundraisers – even the best ones. And those new to fundraising should always practice their asks on smaller-sized donors before talking to major donors so the organization doesn’t risk losing a major gift if the meeting goes south.

The desire to avoid “over-preparation”

There’s a fine line between being well-prepared and coming across as scripted or insincere. Some fundraisers fear that over preparing will make them seem less genuine. However, the key is not to memorize a script but to be knowledgeable and flexible enough to adapt to the conversation naturally. Extensive preparation is the cornerstone required for this to happen.

Simple checklist for a successful donor meeting

To help you avoid the pitfalls of unpreparedness, here’s a comprehensive checklist elaborating on 13 essential steps to take before a donor meeting.

Ensure a good personality and interests match: People give to people they like and trust, and a strong personal connection can significantly increase the likelihood of a donation. Before the meeting, research the donor’s interests, hobbies, background. The more you know about a donor going into the meeting the more fodder you’ll have to ask questions . . . and great fundraisers are amazing question askers. If possible, pair the donor with someone from your organization who shares similar interests or values. This creates a natural rapport and makes the conversation flow more smoothly. Remember, one of the top reasons donors continue to give after four years is because of the relationship they have with the person asking for money.
Choose the right meeting location: The setting of your meeting can greatly influence its outcome. If possible, arrange to meet where your programming or services are taking place. This allows the donor to see firsthand the impact of your work, creating a deeper emotional connection. If this isn’t feasible, opt for a location that’s comfortable, private, and conducive to conversation. A quiet coffee shop or a restaurant with a pleasant view can provide a relaxed atmosphere that encourages open dialogue. Pro tip: Arrive early to your meeting, find a quite table, and leave your credit card with the cashier or server before the donor arrives. Then when you pay, there will be no uncomfortable squabbling over who should pick up the tab. It’s a smooth and classy move.
Show excitement about your organization: Enthusiasm is contagious. When you talk about your organization with genuine passion, it’s hard for the donor not to be inspired. Your excitement not only builds trust but also reinforces the credibility of your cause. Be sure to balance your passion with professionalism, so you come across as both enthusiastic and competent.
Share personal “connecting” stories: Stories are powerful tools in fundraising. They humanize your cause and make it relatable. Prepare a few impact stories that illustrate the difference and impact your organization makes on the people and community your serve. Whether it’s a personal story about why you’re passionate about the mission or a success story from someone who benefited from your program, these narratives help create an emotional connection that can motivate the donor to give.
Focus on the donor’s personal interests: Building a personal connection goes beyond discussing your organization. Take the time to learn about the donor’s hobbies, sports, family, history, and professional life. This shows that you’re interested in them as a person, not just as a source of funding. By establishing common ground, you make the donor feel valued and more likely to support your cause.
Understand the donor’s philanthropic interests: Understanding why and how a donor gives are crucial. Learn about why they give, what they like to give to, and what types of missions have inspired them over the years. Ask about their best giving experiences. Ask about their worst giving experiences (so you can avoid them). Also ask what they look for in a nonprofit and why they have an interest or passion for you mission and what they love most about the work you’re doing. This information allows you to tailor your ask in a way that aligns with their values and motivations. When you show that you’re attuned to their giving preferences, you increase the likelihood of a successful outcome.
Be prepared to answer basic questions: Donors will expect you to have a deep understanding of your organization. You should be able to discuss your budget, including how funds are allocated, and provide details about your programs, history, impact, and future plans. Be ready to explain why your organization is unique and deserving of their support. This knowledge not only helps you make a convincing case but also reassures the donor that their money will be well-managed.
Let the donor do most of the talking: It’s easy to get caught up in trying to make your case, but remember that listening is just as important. If you’re talking more than 40 percent of the time, you’re talking too much! Create dynamic dialogue; ask great questions and then listen! This not only helps you gather valuable information but also makes the donor feel heard and respected. Skilled fundraisers are not just great talkers—they’re excellent listeners.
Rehearse your ask and objection scripts: Asking for money is the most critical part of the meeting, and it’s not something you want to improvise. Plan how you’ll make the ask, including the amount and what it will be used for. Consider offering giving level options, or sponsorship opportunities, and be prepared to address any objections. For example, if a donor is hesitant about the amount, suggest payment options. For example, if they object to a $10,000 ask, ask if it’s a better option to give $2,500 now and $2,500 over the next three quarters. Practice makes perfect, so rehearse, rehearse, and rehearse various approaches and objective types until they feel natural and confident.
Include the donor’s partner early on: Decisions about significant donations are often made jointly, especially in a family setting. If you can, involve the donor’s partner (if they have one) from the start. This shows respect for their decision-making process and increases the chances of securing a gift. It also helps prevent any surprises or miscommunications later on, which could derail a potential donation.
Send a brief reminder email: A simple, two-sentence email sent a day or two before the meeting can make a world of difference. It’s a courteous way to confirm the time and place, ensuring that there are no mix ups. This small step shows that you’re organized and considerate, setting a positive tone before you even step into the meeting.
Respect the donor’s time: Punctuality and time management are critical. Arrive early, start the meeting on time, and aim to finish five to ten minutes before the allotted time is up. This shows that you respect the donor’s schedule and are efficient in your use of their time. A well-managed meeting leaves a positive impression, increasing the chances of future interactions.
Have a thoughtful follow-up plan: The meeting doesn’t end when you walk out the cafe. Follow up promptly with a personalized thank-you note or email. Recap any key points discussed, and outline the next steps. This reinforces your professionalism and keeps the momentum going, ensuring that the donor remains engaged with your organization and that you gave them a chance to field additional questions or concerns.

Conclusion

Meeting with a donor is a significant opportunity that requires careful planning and thoughtful execution. By thoroughly preparing for each interaction, you not only increase the likelihood of securing a donation but also build stronger, more meaningful relationships with your donors. In the competitive world of nonprofit fundraising, being prepared is your greatest advantage—and the key to turning a simple meeting into a lasting partnership.

So, before you walk into that next donor meeting, take the time to check off each item on this list. It’s the difference between what a successful fundraiser does and one who’s still wondering where they went wrong.

And remember, a little humor and charm can go a long way to helping you and donor leave your latte meeting with frothy smiles and a generous gift. Good luck!

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How do you prepare for a donor meeting? Let us know in the comments.