Informational Meetings
With the huge number of applicants knocking at their doors, funders will rarely agree to an informational meeting. Many funders include in their guidelines a request that you not ask for a meeting before submitting an application, after which they will determine if a meeting is warranted. If the funder you plan to approach says this, don’t ask for a meeting.
DEFINITION
Informational meetings with funders are no different from those advised by many books for job seekers. In both cases, you’re asking someone to meet with you to gather information, when in reality you’re hoping they’ll be so impressed they’ll give you money (either as a paycheck or a grant). In both cases, the pretense fools no one, but it allows each party to learn about the other.
On the other hand, if your charity and the project you want funding for fall clearly within the funder’s interests (and their guidelines don’t preclude meetings beforehand), they might be willing to meet with you. A meeting with a funder offers you your very best chance to make a good impression: you establish a personal connection, you get instant feedback on your projects, and you learn about the funder’s current priorities.
If you’re fortunate enough to get a meeting, remember these points:
• You are there to listen as much as to talk.
• Be precise and stay on point. Don’t give a complete blow-by-blow history of your charity’s last 20 years in response to the what’s-new-at-your-charity question.
• If you’ve had a grant previously from this funder, report on how that project went (or continues to go), stressing its accomplishments. Talk about its challenges only if you’re there for funding for the same project.
• Don’t give the funder any materials at the beginning of the meeting. It will only distract her, and you want to maintain eye contact. If you have materials for her, present them as you’re saying your good-byes—and be sure all materials are directly to the point of your program and that your name and contact information appear on everything.
• It’s much better not to refer to notes, but if it’s absolutely necessary, have your list of bullet points to remind you of the topics you need to cover and the questions you need to ask.
• Do take notes when the funder speaks (on the pad you brought with you), even if you know you’ll remember every word. Taking notes shows interest.
• Don’t doodle instead of (or in addition to) taking notes.
• Ask questions about the funder’s interests that show you’ve done your research.
• If the funder has been in the news recently, comment on it to show your interest.
• If you feel like your project pitch is getting nowhere, have a fall-back project to offer. You’re not going to get a second meeting anytime soon, so make the most of this one.
• Call or e-mail the day after your meeting—not two days later—thanking the funder for meeting with you and highlighting points from the meeting needing amplification or emphasis, or making a point you forgot to make in the meeting.
WORDS TO THE WISE
Using a PowerPoint presentation might be tempting when visiting a funder, but only do this if you know you’ll be speaking to a number of people. Eye contact will serve you better than a slick presentation if you’re meeting with one or two people. Let the funder know if you plan to make a formal presentation, and keep it short, making sure you have time to get to know the funder’s representatives before you turn down the lights.
You want to be sure the funder understands not only the details of your program, but also your charity’s passion for it. If possible, a program person directly involved in the program should go along with your executive director or development director. Although you’ll want to be there, too, don’t send so many people that you outnumber the funder’s staff attending the meeting.
Only occasionally have I had meetings with funders that did not result in a grant. If they take that kind of time with you, they’re probably serious about funding you. Program officers can be very helpful in coaching you in the forms and buzzwords their board looks for, so it pays to take notes and follow them to the letter.
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