How to Prepare for a Donor Meeting

Preparing for a donor meeting can be an intimidating experience. There’s a lot to prepare, research and gather, especially if you need to partner with other team members or have other people joining you for the meeting. 

It’s easy to spiral into a place where it feels overwhelming or like you have to get everything planned out perfectly or the meeting will be a failure. I get it, I’ve been there.

That’s why I wanted to walk you through how you can prepare for a donor meeting in a way that will allow you to feel confident and ready for anything that might get thrown your way. 

1. Be Clear on the Purpose of the Meeting

Hopefully you already did this when you asked for the meeting, but if it’s not entirely clear (for you, the donor or both) make sure you communicate the purpose of the meeting and have that as your focus. If this is an ask, the donor should know that going in. If it’s just a meet and greet, make sure you know exactly what you want to accomplish in that meeting so it feels like a valuable use of the donor’s time. 

2. Make Sure You’ve Reported Back on the Donor’s Giving

Even if you aren’t asking for another gift, be sure you’ve shown the donor how their giving has made a difference. If there are outstanding project impact reports, communicate those or be prepared to bring that to the meeting to share with the donor. The donor is giving you valuable time, so it’s important to close the loop on what the donor has already done for the organization. 

3. Do Your Research and Create a Plan

You should spend time ensuring you have the information you need before the meeting. This may mean additional donor research or that you need to touch base with a program coordinator to learn more about that particular service. 

As you do your research, you should also come up with your meeting plan. This should take into account the time allowed and the expectations you’ve set with the donor. Keep the purpose of the meeting at the center. You’ll also want to spend time developing any open-ended questions you want to ask in the meeting.  

4. Get All Internal Attendees on Board With the Plan

I use a strategy called “Permission-Based Asking” to guide all donor conversations and meetings. One of the core principles is that you are serving two roles in every conversation: facilitator and partner. 

The facilitator piece means that you will be continuing to move the meeting forward by ensuring you are meeting with time expectations, bringing people into the conversation as needed, and managing the meeting. If you have other people in your organization attending the meeting with you, make sure they understand their roles, how you will be facilitating, and the plan and purpose of the meeting. 

5. Get Yourself in the Right Headspace for a Successful Meeting

Even the most seasoned fundraisers can get nervous or overwhelmed before a donor meeting. You’ll want to find the right strategies and tools for you, but some people find it extremely helpful to do some centering exercises, do breathwork or meditation, watch a funny video, or take a short walk before they head into a meeting. This can help you to approach the meeting calmly and engaged. 

Donor meetings can, and should, be an energizing experience that deepens the relationship between your donor and the organization. With the proper preparation, you can set yourself up for an enjoyable time of connection. 

I hope these tips and strategies help you feel confident and prepared for your next donor meeting.

The preceding post was provided by an individual unaffiliated with NonProfit PRO. The views expressed within do not directly reflect the thoughts or opinions of NonProfit PRO.