Making the most of a Site Visit(Published in the February 2006 “Foundation and Corporate Funding Alert”)

By Greg Cantori

Question: “I just received word from a potential donor that our agency is in the running to receive a substantial grant, but there’s a hitch: They want to visit our programs before they make a final decision on funding. What will they be looking for? How can we prepare? What should we do to put our best foot forward and ensure a successful site visit?”

Answer: A well run site visit might be the most persuasive funding tool you’ll ever have at your disposal. Here are some tips to make it count!

Know your audience- Is this a sophisticated and experienced donor (such as a foundation program officer?) or someone new to philanthropy with a special interest in your work?

Think about what you want your visitor to take away with them. Your standard information and marketing materials of course, but what else? A sense of urgency and commitment? Added confidence in you and your organization?

Ask yourself what kind of experience would cause your visitor to look forward to telling others. Certainly the worst experience might include simply sitting in your office and talking. A phone call could have accomplished that. At the very least, organize a tour of and have staff and clients available. Best of all: Involve your prospective donor in some activity. Include ways for your visitor to not only observe your work in progress, but to actually participate in hands-on activities. For example you might have your visitor struggle with some actual experiences in having a disability. Have your staff walk them through a typical therapy or other activity. Everyone can act out appropriate ‘parts’ with your visitor’s help. There’s nothing like walking in someone else’s shoes to create many ‘ah ha!’ moments.

Include easy-to-follow directions and a map to your location. A lost, late and flustered guest is not a good way to start a visit!

Provide refreshments, or if time permits, a meal with staff and clients (especially useful for a soup kitchen, homeless shelter, or group home visit) and a folder of background materials including all participants’ names and contact information.

Have an agenda. Even if you deviate a bit, an agenda will reassure your visitor that their time is going to be well spent and that you are prepared.

Ensure the right people are in attendance –determine if including your board president or other ‘higher ups’ is warranted. Often it’s not, but bringing out leadership or other major donors can be important for certain high profile visits or grants.

Make sure you introduce everyone including their titles. Ensure that everyone involved has at least read a summary of the funding request

– including you! It’s easy to forget proposal specifics over time.

Even better: Hold a briefing beforehand so everyone understands their roles and expectations.

So exactly what are site visitors looking for? Usually it’s at least two things: o They want to see how a proposal reconciles with your organizations’

reality. o They also want to see how competent and capable you and your staff are.

Are phones ringing? Is everyone obviously passionate? Are the surroundings appropriate and well organized for the type of nonprofit you are?

During the visit remain open and honest of any shortcomings. Your visitor may become skeptical if everything appears perfect and your organization has none of the frustrating issues nearly every nonprofit has. Your visitor may also be very familiar with your field of work or perhaps was a former practitioner. They will likely understand and empathize with the common challenges you may be facing.

Make sure you understand the funding process including any next steps.

Once your guest leaves and everyone breaths a sigh of relief, don’t lose this new momentum. You may find the visit created new and useful ways to maintain an ongoing relationship with your visitor. Last and never least: Don’t forget to send that thank you note. Better still, send along information or clarifications that was missing during the visit. That shows you were paying attention!

Greg Cantori is the Executive Director of the Marion I. & Henry J. Knott Foundation which provides over $2.5 million in grants annually in Maryland.