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We all know that face-to-face meetings are the best way to cultivate donors and solicit contributions. Sending Your Executive Director on Tour is all about building a fabulous itinerary, pulling together the right materials and talking points, and getting that all-important prep time to make sure your executive director is ready to hit the road.
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Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
SENDING YOUR EXECUTIVE DIRECTOR ON TOUR
Join the webinar online. Go to http://fuze.me/23906951
Enter the meeting number: 23906951
To join from a phone: +1-201-479-4595
Participants will be muted during the presentation to maintain good sound quality. If you have a comment or question raise your flag and you will be unmuted.
Thanks and welcome to the webinar!
Sending Your Executive Director on Tour
BLUE STRIKE
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
WELCOME
At Blue Strike, we use the lens of advocacy organizations and other groups engaged in civic action, public interest law, policy-oriented work, and similar activities.
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
INSPIRING SUPPORT FOR CIVIC ENGAGEMENT
BLUE STRIKE
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
In this 45-minute session, we talk about why it’s important to have your executive director meeting face-to-face with donors. We cover everything you need to put together a successful tour.
AGENDA
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
AGENDA
At the end of 45 minutes, your will know how to decide on a destination, who the ED should meet with, and how to get prepped and ready to go.
We will wrap up by 2:00 pm
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Taking the initiative and gaining control of your ED’s time.
WHY ME?
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Coordinate with executive director’s assistant
Know where your ED is and where she is going. That’s your job, not hers
Bring in other staff at the right time
MANAGE UP
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Ideally, you should have a series of four to five meetings with your executive director to plan the tour. This will give you time to figure out what you need in terms of materials and to have time to go over individual donor profiles and practice.
Don’t do it on the fly.
MANAGE UP
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Meeting # 1. Present three to fi ve cities that have good “giving” potential. Meeting # 2. Use your regular call time to set up meetings
Meeting # 3. Review preliminary itinerary and talk about what you need in terms of materials and other prep.
Meeting # 4. Review materials, donor history, and talking points.
Meeting # 5. Practice the talking points. Bring in board member or other parties if they are part of the meetings.
PLANNING MEETINGS WITH YOUR EXECUTIVE DIRECTOR
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
IN ORDER OF PRIORITY
1. Individual donors2. Foundations3. Media4. Government/corporate5. Partners and affiliates6. Events
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
SELECTING A DESTINATION
Run a list of donors by zip
Review a list of foundation prospects
Look at piggybacking on partner events or other engagements
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
NYC
San Francisco
Chicago
REALLY GOOD ZIP CODES
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Run a list of foundations in the cities you are considering
FOUNDATIONS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Executive director meeting no. 1
WHERE TO GO
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Have research and recommendations ready for your meeting with the executive director.
Narrow the choice to 3 to 6 destinations with one or two recommendations.
Ask for feedback and decision.
PRESENT 3 TO 5 DESTINATIONS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Based on individual donors and foundation prospects.
MAKE A RECOMMENDATION
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Making personal visits with board members, if the opportunity arises.
MAKE IT EASY
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Executive director meeting no. 2
CHOOSE DONORS TO MEET WITH
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Rather than simply handing off the list and asking your executive director to make the calls, you should assist in placing those calls.
CONFERENCE CALL
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Good lines to use by phone or email:
“I’ll be presenting at the World Affairs Council, would you like to attend and could we catch a cup of coffee afterwards?”
SETTING UP MEETINGS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
“I’ll be in town for some meetings with foundations, and I’d love to update you on our programs. Can we meet for coff ee/lunch/dinner?“
Or “We have a campaign underway and I’d like to talk to you about what we’re trying to accomplish and ask for your support.”
Or “You’ve been such a great donor. You helped us do x,y,z, last year. This year’s campaign is really crucial.”
“I’m attending the community gala and have an extra ticket. Would you be my guest?”
MORE OPENING LINES TO REQUEST A MEETING
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Breakfast 7:30 to 9:00 amMid morning 10:00 to 11:30 amLunch 12:30 to 2:00 pmMid afternoon 3:00 to 4:30 pmDinner 6:00 to 8:00 pmDrinks/coffee/dessert 8:30 pm
TYPICAL DAY ON THE ROAD
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
House parties don’t always work but individual meetings usually do.
INDIVIDUAL MEETINGS V. HOUSE PARTIES
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Executive director meeting no. 3
REVIEW PRELIMINARY
ITINERARY
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Materials
People
Background
Location
WHAT DO YOU NEED TO MAKE EACH MEETING SUCCESSFUL?
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Executive director meeting no. 4
MATERIALSDONOR PROFILES TALKING POINTS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
A folder with: Case statement Reply device and envelope List of donors Newsletter or annual report Report on media hits Mug, pin, notepad (optional)
BASIC PACKET
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Giving history
Personal info
History with organization
Giving info to other organizations
THE DONOR PROFILE
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
One page, three to five bullets with the most important info and the ask
How your contribution helped
THANK YOU!
TALKING POINTS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Executive director meeting no. 5
PRACTICE
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Bring in board member if they are part of the meetings
Go through the talking points as if it were a real conversation
Reminder about questions and listening
PRACTICE THE DISCUSSION
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Run through it all from start to finish
Use role play but don’t tell them it’s role play
Reminder - no computers or note taking – full attention on donor
PRACTICE THE DISCUSSION
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
SAMPLE SCRIPT
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Share the itinerary with staff
Make sure materials are available online and in hand
Shipping may be needed
THE TOUR BEGINS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Keep in touch every day
ON THE ROAD
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Confirm all meetings
Jot down notes so you can get follow up process underway
Add information on donor to profile
ON THE ROAD
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Schedule meeting to discuss follow up
DEBRIEF
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Really important to ask probing questions
Gather as much info as you can
Share information with appropriate staff
DEBRIEF MEETING
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
QUESTIONS AND COMMENTS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Great free and low-cost material.
ADDITIONAL RESOURCES
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Top 10 Major Donor Trends for 2013 by Gail Perryhttp://www.gailperry.com/2013/04/top-10-trends-how-major-donors-are-changing-and-what-to-do-about-it/
How To Ace Your First Meeting With a Potential Donor by Jennifer McCrea and Jeffrey C. Walkerhttp://www.afpnet.org/ResourceCenter/ArticleDetail.cfm?ItemNumber=20186
ADDITIONAL RESOURCES
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Step One: Don’t meet in the off ice. Step Two: Stick to a one-on-one meeting. Step Three: Use “Why” questions to cut through the
noise of competing interests and create the possibility of open dialog. “Why did you decide to get involved in supporting arts education programs?” “Why did you have such a strong passion for children’s rights?”
“Why did you choose cancer research as the focus of most of your giving?”
Step Four: Describe your cause in positive terms. Step Five: Don’t rely on props. Sitting across a
computer screen kills the fl ow of the conversation and stifl es your attempt to create a real human connection.
HOW TO ACE YOUR FIRST MEETING
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
The Importance of Face-to-Face Meetings with Donors, April 28, 2011 by Robert I. Evans and Avrum D. Lapin : http://ejewishphilanthropy.com/the-importance-of-face-to-face-meetings-with-donors/#sthash.6fm7ji01.dpuf
The Pre-Ask Meeting: Who, What, When, Where and Why? by Amy Eisenstein tripointfundraising.com/the-pre-ask-meeting-who-what-when-where-and-why
ADDITIONAL RESOURCES
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
INSPIRING SUPPORT FOR CIVIC ENGAGEMENT
BLUE STRIKE
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
Recapturing Lost DonorsTuesday, May 13, 2014 at 01:15 PM
The Magic of Thank You CallsTuesday, May 27, 2014 at 01:15 PM
Charity Watchdogs: Managing Your Profi le and RankingTuesday, June 24, 2014 at 01:15 PM
BLUE STRIKE WEBINARS
Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
From Mary Dillon Kerwin, President of Blue Strike
Thank you for participating today!
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www.facebook.com/bluestrike.org
BLUESTRIKE.ORG
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