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You’ve navigated the process and submitted a foundation grant application. Weeks or months later, you receive notification that the funder wants to meet with you.
According to grants expert Christine Lauren, while it might be tempting to focus on polishing your facilities or creating a flashy presentation, that’s not what funders are looking for. When foundation staff visit your organization, they want to understand your work on a personal level and see your programs in action.
To make the most of this opportunity, there are three important steps – Before, Day Of and After – that will impress the funder and make a lasting impression.
BEFORE
As you schedule the visit, ensure your executive director’s availability, as funders typically prefer speaking with the organization’s leader. Be selective in inviting others to participate, carefully considering roles, personalities, and speaking skills. Aim to schedule the meeting when your programs are active so funders can see firsthand what their investment will support.
Reach out to the program officer beforehand to inquire about any specific questions or agenda items they have in mind. You might also confirm who else will be attending the visit.
A couple of days before the meeting, confirm the details with the program officer and provide logistical information such as your address, how to enter the building, where to park, etc.
DAY OF
Before the funder arrives, take a few minutes to huddle with your team. Make sure everyone has a copy of the proposal or at least a summary. Ensure that everyone knows their role during the visit.
When the funder arrives, be prepared to greet the person. Offering water or coffee is a polite gesture, but nothing more is needed. Find a quiet place to talk with few distractions. Make sure to give the funder your full attention. Turn off your cell phone, delegate emergency responsibilities to someone else, and instruct your staff to contact you only in the event of utmost crisis.
Nerves are natural, but enthusiasm and authenticity go a long way. There’s no need to be perfect. If a funder asks a question that you can’t answer, commit to following up afterward.
Take advantage of the visit to showcase your programs and bring your proposals to life. Offer a site tour to show the impact of your work firsthand. Another key benefit of site visits is the opportunity to learn inside knowledge about the foundation. Show interest by engaging the funder in conversation to learn more about their priorities and upcoming changes.
Respect the agreed-upon time limit and conclude the visit by thanking the funder for their time.
AFTER
After the meeting, follow up with a thank-you message, expressing appreciation for the visit and offering to answer any additional questions that came up. If you promised additional information or details, follow through on this.
Ultimately, a site visit is an exciting opportunity to cultivate a meaningful relationship with a funder. Through thoughtful planning and genuine engagement, you can strengthen your relationship and enhance your chances of securing the grant.
