Blue strike webinar sending your executive director on tour - apr. 30, 2014

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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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  • Notes: Read first line of slideThe session is designed to be an open discussion and the more contributions in the form of comments and questions from everyone the better the session will be. So please feel free to offer suggestions, wisdom, your experience to the mix.Red last line of slide
  • And that is meeting #2 – to start locking in meetings on the itinerary. This is a time to make calls with your ED that will fill out your itinerary.  
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  • Confirm all meetings day-of; send a confirming email to ED
  • Blue strike webinar sending your executive director on tour - apr. 30, 2014

    1. 1. Sending Your Executive Director on Tour BLUE STRIKE
    2. 2. WELCOME At Blue Strike, we look at fundraising through 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
    3. 3. INSPIRING SUPPORT FOR CIVIC ENGAGEMENT BLUE STRIKE Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    4. 4. In this 45-minute session, we talk about why it’s important to have your executive director meet face-to- face with donors. We cover everything you need to know for putting together a successful tour. AGENDA Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    5. 5. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org AGENDA At the end of 45 minutes, you 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
    6. 6. Taking the initiative and gaining control of your ED’s time. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org WHY ME?
    7. 7.  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
    8. 8. 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. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org MANAGE UP
    9. 9. Meeting # 1. Present three to five 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. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org PLANNING MEETINGS WITH YOUR EXECUTIVE DIRECTOR
    10. 10. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org IN ORDER OF PRIORITY 1. Individual donors 2. Foundations 3. Media 4. Government/corporate 5. Partners and affiliates 6. Events
    11. 11. 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
    12. 12. New York City San Francisco Chicago Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org REALLY GOOD DESTINATIONS
    13. 13. Run a list of foundations in the cities you are considering Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org FOUNDATIONS
    14. 14. Executive director meeting no. 1 Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org WHERE TO GO
    15. 15.  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. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org PRESENT 3 TO 5 DESTINATIONS
    16. 16. Based on individual donors and foundation prospects. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org MAKE A RECOMMENDATION
    17. 17. Include board members in personal visits, if the opportunity arises. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org MAKE IT EASY
    18. 18. Executive director meeting no. 2 CHOOSE DONORS TO MEET WITH Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    19. 19. Rather than simply handing off the list and asking your executive director to make the calls, you should assist in placing those calls. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org CONFERENCE CALL
    20. 20. 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 up over a cup of coffee afterwards?” Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org SETTING UP MEETINGS
    21. 21. “I’ll be in town for some meetings with foundations, and I’d love to update you on our programs. Can we meet for coffee/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?” Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org MORE OPENING LINES TO REQUEST A MEETING
    22. 22. Breakfast 7:30 to 9:00 am Mid morning 10:00 to 11:30 am Lunch 12:30 to 2:00 pm Mid afternoon 3:00 to 4:30 pm Dinner 6:00 to 8:00 pm Drinks/coffee/dessert 8:30 pm Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org TYPICAL DAY ON THE ROAD
    23. 23.  Media – radio interviews, editorial board meetings, and more  Government/corporate  Partners and affiliates  Events – look for related events Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org FILL IN WITH THESE OPTIONS
    24. 24. House parties don’t always work but individual meetings usually do. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org INDIVIDUAL MEETINGS V. HOUSE PARTIES
    25. 25. Executive director meeting no. 3 REVIEW PRELIMINARY ITINERARY Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    26. 26.  Materials  People  Background  Location Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org WHAT DO YOU NEED TO MAKE EACH MEETING SUCCESSFUL?
    27. 27. Executive director meeting no. 4 MATERIALS DONOR PROFILES TALKING POINTS Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    28. 28. A folder with:  Case statement  Reply device and envelope  List of donors  Newsletter or annual report  Report on media hits  Mug, pin, notepad (optional) Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org BASIC PACKET
    29. 29.  Giving history  Personal info  History with organization  Giving to other organizations Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org THE DONOR PROFILE
    30. 30.  One page, three to five bullets with the most important info and the ask  How your contribution helped  Say THANK YOU! Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org TALKING POINTS
    31. 31. Executive director meeting no. 5 PRACTICE Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    32. 32.  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 Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org PRACTICE THE DISCUSSION
    33. 33.  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 Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org PRACTICE THE DISCUSSION
    34. 34. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org SAMPLE SCRIPT
    35. 35.  Share the itinerary with staff  Make sure materials are available online and in hand  Be prepared to ship materials if needed Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org THE TOUR BEGINS
    36. 36. Keep in touch every day Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org ON THE ROAD
    37. 37.  Confirm all meetings  Jot down notes so you can get follow up process underway  Add information on donor to profile Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org WHILE YOUR EXECUTIVE DIRECTOR IS ON THE ROAD . . .
    38. 38. Schedule meeting to discuss follow up Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org DEBRIEF
    39. 39.  Really important to ask probing questions Gather as much info as you can  Share information with appropriate staff Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org DEBRIEF MEETING
    40. 40. Great free and low-cost material ADDITIONAL RESOURCES Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org
    41. 41. Top 10 Major Donor Trends for 2013 by Gail Perry http://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. Walker http://www.afpnet.org/ResourceCenter/ArticleDetai l.cfm?ItemNumber=20186 Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org ADDITIONAL RESOURCES
    42. 42.  Step One: Don’t meet in the office.  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 flow of the conversation and stifles your attempt to create a real human connection. Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org HOW TO ACE YOUR FIRST MEETING
    43. 43. 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 Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org ADDITIONAL RESOURCES
    44. 44. INSPIRING SUPPORT FOR CIVIC ENGAGEMENT Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org BLUE STRIKE
    45. 45. Recapturing Lost Donors Tuesday, May 13, 2014 at 01:15 PM The Magic of Thank You Calls Tuesday, May 27, 2014 at 01:15 PM Charity Watchdogs: Managing Your Profile and Ranking Tuesday, June 24, 2014 at 01:15 PM Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org BLUE STRIKE WEBINARS
    46. 46. Thank you for participating today! From Mary Dillon Kerwin President of Blue Strike Check out our new Facebook page https://www.facebook.com/bluestrike.org Blue Strike Webinar: Sending Your Executive Director on Tour April 30, 2014 bluestrike.org BLUESTRIKE.ORG

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