Donor Visit Preparation Checklist

✅ Clarify Your Goals:

Ask yourself: What do I want to accomplish from this meeting?

Define specific goals for the visit, such as securing a donation, building a stronger relationship, or sharing updates.

✅ Gather Information:

Ask yourself: What information do you need to discover from this visit?

Identify the key information you need from the donor to tailor your approach and presentation.

✅ Logistics and Attendees:

Evaluate the mechanics of the visit: Where, when, and who else will be involved?

Determine the best location and time for the donor, and consider the presence of others (team members, colleagues) who could enhance the visit's impact.

If bringing someone else, brief them on their role and ensure the donor is aware of the additional attendees.

✅ Attitude and Altitude:

Reflect on your attitude towards your organization and its programs.

Consider the energy you're bringing to the meeting and how it might influence the donor's perception.

Decide on the altitude of conversation: Discuss higher-level goals or focus on specific program details.

✅ Craft Your Ask:

Determine the specific "ask" you'll present to the donor.

Prepare one or two primary asks and a backup option in case the first one is not feasible.

For instance, if asking for a specific donation amount, also consider asking for event attendance or other forms of support if the first is a ‘no’.

✅ Create a Flow:

Develop a loose script for the meeting to guide the conversation.

Prepare impactful stories of your organization's impact to share.

Anticipate potential questions, challenges, or objections the donor might raise.

Identify engagement tools, such as a compelling case for support or a detailed business plan, that you can use during the meeting.

✅ Practice Your Ask:

Rehearse your ask in front of a mirror or with a colleague.

Practice being specific and concise in presenting your request.

✅ Follow-Up Plan:

Have a follow-up plan in place for after the meeting.

Determine the next steps based on the donor's response, whether they agree to the ask or need more time to consider.

Be prepared to send a thank-you note and any additional information they request.

This checklist will help ensure that your donor visits are well-prepared, focused, and effective in achieving your organization's goals. Remember, personalized communication and genuine engagement are key to building strong relationships with your donors.