April 27th, 2010

Show and Tell: Successful Camp Visits for Donors and

Prospects

Natasha DresnerMentor

GIJP

A) Grab Tab – Click double-arrows to open/close Control Panel. Click square to toggle Viewer Window between full screen/window mode. Click mic icon to mute/unmute your audio

B) Audio Pane – Select audio format. Click Audio Setup to verify Speakers & Microphone.

C) Questions Pane – Attendees can submit questions and review answers.

D) Type your question and click Send to submit it to the organizer.

A

B

C

D

Who are the visits for?

• Major donors

• Major Prospects

• Groups

• Individuals

Why are visits important?

• Cultivation

• Solicitation/Ask

• Stewardship

Roles and Responsibilities

Roles and Responsibilities

• Organizing– Development professional– E.D./Camp Director– Fundraising committee/tour team

• Participating and following up– Team of lay & professional leaders

• Supporting– Board (Advisory Council)– Other: staff, volunteers, counselors,

campers, parents, alumni

Process

• Three Phases:– Before

– During

– After

“Before” Phase – Where do we start?

• Fundraising plan

• List of people to be invited

• Personalized Strategy

“Before” Phase – Strategy

• Donor/prospect history and profile• Visit goals• Who should invite & to what exactly?• What should the visit look like?• Roles of “tour guides”• Next steps

See GIJP Tour Worksheet

“Before” Phase - Invitation

• Personalize

• Reason you’re inviting them

• Specific event

• Invite the significant other and the family

• Make them feel special/elite

• Make it easy and attractive

• Send early and follow-up

See sample Invitation Letters and Phone Follow-up

“Before” Phase – Telling Your Story

• Tell it well and incorporate it into your tour

• Mission and Vision

• Develop your own story

• Help others develop theirs (collect stories in general)

• Script and Tour Presentations

• Case for support and Elevator speech

See What’s Your Story? Natasha’s conference handout;10 Rules of Storytelling; Create Your Story worksheet

“Before” Phase – Telling Your Story

“Numbers numb, jargon jars,

and nobody ever marched

on Washington because of a pie chart.

If you want to connect with your audience,

tell them a story.”

“Before” Phase – Camp Package

• Facts sheet

• Camp Brochure

• Case for Support

• Tchotchkes

• Other info specific to the tour/visit

“Before” Phase – Practice Makes Perfect

• Do a test run

• Practice your steps, but be ready to follow their lead

• Put things in writing

“During” Phase – Tour/Visit

• Arrive early

• Stick to the script

• Build in flexibility

• Ask them questions

• Listen

• Thank Them

See sample Tour Agendas

“After” Phase – Don’t Forget:

• Track the results/next steps

• Thank and follow-up

• Evaluate

• Steward

See sample Thank you and Follow-up Letter

Tips for Successful Visits:

• Plan early• Know your donor/prospect• Know your case and goals• Know your

story/motivations/commitments• Be authentic – be yourself, only better• Listen• Humor • Conclude the visit with a “commitment”

Who Did We Invite?

• Prospective donors• Past donors• Current cultivations• Groups

Amy Glazer

Camp Ramah in the Berkshires

Suggestions• Have firm schedule

• Arrange for some time with children/grandchildren

• Don’t do ask unless you have met several times before… better for cultivation

• Always have a follow-up plan

• Have “thank you for visiting gift”

• Take photo to send later

Amy Glazer

Camp Ramah in the Berkshires

Other Ideas for this Summer

• Special Shabbot

• Invite to “signature” camp events

• Include in camp programming

Amy Glazer

Camp Ramah in the Berkshires

Case Study:• Tour Setup

– Make them feel at home– Personalize the experience

• Roles– Staff training - stories

• Lessons Learned– Follow-up is key

Corey Cutler

URJ Eisner & Crane Lake

Questions?

Conclusion & Resources

• JUST DO IT!

• Please find all materials from this session (including a recording of the presentation) on our Webinar page at http://webinar.gijptech.org

• Natasha’s supporting article at http://blog.gijptech.org

May 25th, 2010 – 1 PM EDT

Pyramids & Pipelines: Building Annual Giving

Programs that Last

Dan KirschMentor

GIJP

Julia RisemanMentor

GIJP