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Face To Face Solicitations. How to get F2F meetings September 25, 2008 Krista Boscoe. Getting F2F meetings. What we will cover today: Identifying the donor(s) Getting the F2F meeting Making the case for support at the meeting Follow up after the meeting.

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Face To Face Solicitations

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Face To Face Solicitations

How to get F2F meetings

September 25, 2008

Krista Boscoe


Getting F2F meetings

What we will cover today:

  • Identifying the donor(s)

  • Getting the F2F meeting

  • Making the case for support at the meeting

  • Follow up after the meeting


Creating a list of Prospective Donors

  • Use your data base

  • Include your board members

  • Include your volunteers

  • Don’t spend a lot of time creating lists – they can be updated regularly. Just get started with some names


Create a Portfolio on Potential Donors

  • Provide giving history if known

  • Does donor have a passion for your organization?

  • Does donor have a passion for your mission?

  • Is donor a user of your organization? (a parent, grandparent, member)


Assign a contact person

  • Best if Contactor knows the donor

  • Contactor must be persistent in getting a meeting – sometimes takes many calls

  • What if donors asks “why do you want to meet with me?”

  • What if donors says “is this a fundraising meeting?”

  • Get donor’s preferred contact information

  • Venue – go for donor’s home or office, the organization’s offices and NOT a restaurant


First meeting is often for education purposes

  • The Team is there to get to know donors’ interests better, talk about your organization and see if a common bond can be found

  • The case for support – strongest NEEDS of your organization should be spelled out

  • This is a time to plant seeds for future support

  • Discuss estate planning – strongly advise that Team members have left organization in their estate plans


Confirm the meeting

  • Important to have you or your assistant confirm the meeting 1 – 2 days before hand via email or telephone

  • If donor has to cancel, no problem - they feel somewhat guilty and are more open to rescheduling and meeting with you


At the meeting

  • Confirm ahead of time if someone on the Team will take brief notes - important

  • Engage in friendly chit-chat to see what the donor and their family has been doing lately

  • Thank the donor for meeting with you

  • CEO gives history and mission of organization and why your organization is unique


At the Meeting Cont.

5. Ask donor to talk about their connection to your organization – look for common areas of interest

  • Lay leader tells how and why they are involved with organization and their passion for the mission

  • CEO makes a case for support

  • CEO can give an example of a Legacy Gift and its impact on organization


At the Meeting Cont.

  • Director of Development (DOD) or other Team member asks if donor has a will or estate plans

  • DOD asks donor to consider putting your organization in their estate plans

  • Discuss Place Marker if donor is young

  • If donor says “no”, ask “what would it take to have you include us in your will?”


At the Meeting - concluded

  • Confirm follow up plans before ending the meeting

    • Call donor in ____ weeks (agreed time)

    • Call after a certain event (wedding)

    • Send requested information

    • Let donor know you will call for a follow up meeting

  • Often more than one meeting is needed to close a Legacy Gift – be persistent


Follow up after the Meeting

  • Note taker type up meeting notes ASAP to be put in data base and donor’s hard file

  • Send personal thank you note to donor

  • Get back to donor with any unanswered questions or requested documentation

  • Steward and cultivate donor on regular basis

  • Set 2nd meeting based on your discussion


Cultivation & Stewardship Tools

  • Send Rosh Hashanah cards with personal note or hand signature

  • Include testimonials about legacy gifts in printed materials

  • Promote Legacy Society donors by listing in publications


Cultivation & Stewardship Tools Cont.

4. Invite Legacy Society donors to gathering of board members and CEO at least once a year

  • Send update notes to society donors and prospective donors talking about new gifts or what a gift has meant to organization

  • Tell donors that each gift makes a difference to your organization and how


Take Away Notes from Today

  • Be a Legacy donor yourself to your organization – the process will help you with others

  • Take two names to start with for getting F2F meeting and make your calls ASAP

  • It takes 1-2 years to build up a Legacy Society so holidays great time to start

  • It is okay to ask for legacy gifts AND annual operating gifts at the same time


Take Away Notes Cont.

  • Pieces for your Legacy Society fall into place over time so start now

  • Cultivate and Steward donors with 3-4 touches each year via mail, telephone, F2F meetings or at events


Questions & Answers

Thank you for attending today

Call or Email with further questions:

Krista Boscoe

720-449-9552

[email protected]


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