How Charities Can Benefit From a Foundation's Visit

Tuesday, July 14, at 12 noon, U.S. Eastern time

Darryl C. Brown is a fund raiser in New York. Previously he was vice president for development at the National Audubon Society and led the New York office of the University of Oxford's fund-raising efforts in the United States and Canada. He has served as a museum program specialist at the National Endowment for the Arts.

Pamela Grow is a grant-proposal writer and fund-raising consultant to charities. Previously, she was a communications officer at the Connelly Foundation, in West Conshohocken, Pa. She is the author of Five Days to Foundation Grants and writes a blog on grant seeking.

Nancy Waclawek is director of the St. Petersburg Times Fund, the nonprofit arm of the St. Petersburg Times newspaper, and leads the publication's annual employee giving campaign. Previously, she worked as a reporter and editor at the newspaper.

A transcript of the chat follows.

Peter Panepento (Moderator):
    Welcome to today's installment of the Chronicle's live discussion series. Today, we'll be taking your questions on a topic that doesn't get much attention in most discussions about philanthropy -- the foundation site visit.

Peter Panepento (Moderator):
    During the next hour, you'll have an opportunity to ask our panel of experts about the site visit process. What do foundations expect when they visit potential grantees? What messages should you be trying to convey? What should you be showing off? And how should your organization prepare for these visits? Our experts are available to answer these -- and many other questions.

Peter Panepento (Moderator):
    Today's expert panel includes three members of the Chronicle's LinkedIN group. This topic stems from a discussion that began on our LinkedIN page -- and all three of our guests offered some fantastic advice to our LinkedIN members on that topic. LinkedIN members can join the group by searching for "The Chronicle of Philanthropy" under groups.

Peter Panepento (Moderator):
    Our panelists include Darryl C. Brown, a fund raiser in New York; Pamela Grow, a grant-proposal writer and fund-raising consultant to charities; and Nancy Waclawek, director of the St. Petersburg Times Fund, the nonprofit arm of the St. Petersburg Times newspaper.

Peter Panepento (Moderator):
    You are also encouraged to post comments and suggestions at any time using the same tool.

Peter Panepento (Moderator):
    Ok. Let's get started.

Peter Panepento (Moderator):
    One other announcement: To ask our guests a question, simply click on the "ask a question" link on this page and type in your query. This discussion is text based, so there is no need to access audio. This page will refresh every minute with the most recent content at the top of the page.

Darryl C. Brown:
    I just want to say what a pleasure it is to be here, sharing some of what I've learned during my 30 year (already?) career in philanthropy. It's a credit to all of you in the field to persevere in these trying times and to keep current in best practices in fundraising. Thanks for sharing your lunch hour (and it's beautiful weather here) with us on such serious matters.

Question from Keri Mitchell, The Elizabeth Hospice:
    "How many is too much?" I like to have the CEO, a board member, the program director and myself (grants management) attend during a foundation visit; and then I like to have a project-involved staff member available "on deck" in case it feels like the meeting would benefit from a few minutes of direct-perspective testimonial. Is this overkill? Sometimes there is a single foundation visitor; other times a panel. Thank you for your time.

Pamela Grow:
    Hi Keri. I don't think five or six people directly involved with the project is "too much" at all and I think that every site visit benefits from the "direct-perspective" testimonial. You can never have too much enthusiasm! The foundation has already put in time doing a review - they want to see your organization in action.

Question from Todd Nelson, Amanecer Community Counseling Services:
    As a board member scheduled to attend a site visit by a large private foundation, what questions should I be prepared to ask or answer?

Darryl C. Brown:
    Hi Todd,

You should be sure you are fully briefed by staff on the relationship between your organization and the visiting foundation -- who they are, what they've given, whether any proposals are pending (get a copy), and the expectations for the future of that relationship. Once you get a sense of that, you'll get a better sense of your role and direction the conversation should be steered toward.

Question from Jane, small university:
    When site visits take place at my institution, I try to take part in every meeting (except those, say, with students or senior leadership, where a foundation explicitly says they don't want others present). Is this overkill? I am the CFR director and see my role as primarily serving as my university's eyes and ears during these visits (in addition to making sure the right people are at the table), which I think is critical to picking up on unanswered questions and ensuring appropriate follow-up. Your thoughts?

Nancy Waclawek:
    It depends. Ask your visitors for their preference. If they insist that you come along, then I think you're serving a very important role. If they say they'd prefer you not tag along, then you can make arrangements to meet with them before they depart, debrief, and leave yourself open to follow-up questions by phone or e mail.

Question from Dr. Steve W. Batson, consultant:
    Should you approach a foundation following their application guidelines or can you, at times, treat them as a prospective donor and approach them with a proposal for discretionary or EOY funds?

Darryl C. Brown:
    Hi Steve,

I'm a believer in making visits to program officers in foundations to build working relationships and stay current on guidelines, and even ahead of the curve. Some of my greatest foundation successes came about when discussions began before anything was cast in stone, and we were able to truly partner in a new venture. Similarly, it's an opportunity to find out about discretionary monies and other giving possibilities not evident in the published guidelines. However, not all foundations are willing to take such meetings -- perhaps even less so with the current pressures they face -- and discretionary funds will likely dry up.

Question from Lynne :
    What are the top 3 things you should bring with you on a foundation visit?

Nancy Waclawek:
    I need more background to understand your question. Are you the nonprofit visiting the foundation to which you are applying for funding?

Peter Panepento (Moderator):
    Program officers who are taking part in this discussion should feel welcome at any time to share their thoughts on the questions we're posting. We'd love to hear your perspective, too. Just click on the "ask a question" link on this page to share your thoughts. Thanks.

Question from large nonprofit:
    Do you have any recommendations on how to interact with foundations who do not wish to meet with current or prospective grantees in person? It seems increasingly that as the amount of available funding declines, so do our opportunities to connect with current and potential funders.

Pamela Grow:
    That's a great question.

Of course you'll always include an invitation for them to visit and see your organization first hand within your grant proposals, but I also always recommend following up - regardless of the outcome of the proposal.

Even if you've been declined, you'll want to have some procedures in place such as calling the program officer involved in reviewing your proposal and sending a letter to the foundation thanking them for their review.

Questions you might ask include:
1. Is there anything we could have done differently in our proposal?
2. May we resubmit for your next funding cycle?
3. Are you aware of any other foundations that we might approach?
Keep the lines of communication open. Share your successes and challenges.

Question from Jennifer, statewide non-profit:
    How does one get a foundation officer to agree to a site visit? How should initial relationships be established?

Nancy Waclawek:
    Make the contact in advance of any funding requests you might submit. A good reason would be a change in leadership in the foundation -- a meet and greet opportunity. Or you might call when you have new staff on board, to have a friendly, "let me bring you up to date" meeting at your site. Keep it low key, as stress free as possible.

Question from John Schultz, John F. Schultz and Company:
    Why not bring the funder into the picture and ask them what they want to see, whom they want to meet and what they want to talk about?

Nancy Waclawek:
    That's a smart way to start. Some funders will know specifically what they want. With other funders, you'll need to think about what is important for them to see, hear, do so they walk away with a good feel for your organization and its needs. And you should anticipate that the funder will ask for more information during or after the site visit. If your relationship is good, this is a conversation that provides insights for both parties.

Question from Lynne, University of Saint Francis:
    How do you handle matters of hierarchy? For example, if the foundation is really interested only in one specific school or program, should the dean or program director act as the lead? Or should the president be thoroughly briefed in order to handle that role?

Secondarily, how closely scripted should everyone's role be? And how to prep people on how to act when the foundation visitors don't follow thte script?

Pamela Grow:
    Thanks for your question Lynne. You'll want to have ascertained beforehand what the foundation's expectations are for the visit. You may develop your key talking points from their lead.

And, while the President may be present for the visit, the dean or program director or whoever is the most knowledgeable about the project should lead.

But, no, you don't want to be scripted. Make the visit a give and take - find out about the funder's interests, share your success stories, what you have accomplished/what you hope to accomplish.

Be enthusiastic and relax!

Comment from Marie, Gellert Foundation:
    As a member on the giving side, if requesting a site visit, have it accompany rather than be included in a proposal, with 2 or 3 potential dates.

Question from Katharine Canfield, Boston Medical Center:
    Is there a usual format/protocol for a foundaiton site visit -- i.e., tour the institution at large, meet program directors of the project in question, sit down in conference room, etc.? What is the most valuable way to introduce foundation staff to an organization they don't know?

Darryl C. Brown:
    Katherine, nice question. I think much of it depends on your advance work. Give them a call -- how much time will they have? What questions do they want answered? Who do they want to meet? Ask yourself some questions too -- who gives the most favorable impression? Where do you want to head with the foundation and who best represents those activities? Organize the meeting(s)and brief participants accordingly. Good luck, and remember, program officers are people too!

Question from Anne Carring, small nonprofit:
    What is the best way to handle questions of a budget shortfall for the upcoming year? We do have a general development plan and contingency plan, but the details are somewhat nebulous.

Nancy Waclawek:
    You should understand your financials or have your numbers people available to provide details that you may not have as top of mind. You should be specific, honest about why money is short. In this economy, you won't get as much push back as you might have even 5 years ago. The economy is a story that everyone understands. But don't let your visitors leave with the idea that you have a "nebulous" understanding of your budget shortfall. That's not the impression that you want to leave.

Question from Katherine, arts nonprofit:
    How important is it to outline the strategic vision for the organization, and to emphasize progress against performance indicators

Pamela Grow:
    You know, my thought is that you've already outlined your strategic vision within your proposal.

Generally when a foundation schedules a visit to your organization, your proposal has already made it through the review process. The foundation has elected to take a closer look for a variety of reasons - perhaps you are new to them and they're intrigued enough to want to see your work firsthand, or maybe this is your third year of funding and they would simply like to see if your narrative matches up with what they see.

Ask the funder beforehand exactly what they want to see, emphasize both your successes and challenges and engage in honest communication.

Question from Lisa, biomedical research institute:
    Following up on the answer about visiting foundations, how do you suggest approaching foundations to get them to take your visit?

Nancy Waclawek:
    Have a good answer for the question "Why do you want to come see us?" It could be a change in leadership. It could be reconnecting after being out of contact for a while. It could be we want to bring you up to date on what's happening with our organization. When I first started my job, I knew none of the leaders of local nonprofits in Tampa Bay. I called and said I was new and wanted to meet the exec. director, introduce myself and get to know their organization. It worked very well for me.

Question from Maricar Boyle, Children's Hospital & Research Center Foundation (Oakland):
    My first question is: I have a foundation who has been a donor in the past but have declined our proposals in the last 3 years. We have been thinking of inviting the program officers for a site visit for a long time. When is it a good time to do this? Second question: How many is too many (staff) in a site visit?

Darryl C. Brown:
    Hi Maricar. Good for you for the continued pursuit. But of course you want to optimize your efforts and not merely repeat any past mistakes. Have you called/visited the foundation to determine the reason they declined? What corrections can you report from your end? What has changed that might encourage them to have another look? You need to be on solid ground before you can advance the relationship.

Peter Panepento (Moderator):
    We're at the mid-point in today's discussion and wanted to use this opportunity to remind all of you that we encourage your questions and comments. To post a comment or question, click on the "ask a question" link on this page and type away!

Question from Jessica, Museum Development staff:
    To continue off Jennifer's question, if you are brand new to an organization (and still learning about your organization) is this an opportunity to introduce yourself even if you many still be learning the ins and outs of your new institution?

Nancy Waclawek:
    Yes, I think so. As the "new person" you have the great benefit of seeing your organization as others might. You will be open to others questions, issues, impressions of your organization and can use that to formulate how you lead your staff in telling your story to potential funders. Does your story need clarification? Are assumptions being made about your organization based on history that is no longer pertinent? In other words, you're a great sponge to soak up others impressions and you will hear them with an open mind and take that feedback and react to it.

Question from Georgia Carvalho, Cape Cod Community College:
    What kind of materials should be prepared and handed out during foundation visits? What works best?

Pamela Grow:
    Hi Georgia. Good question.

It truly depends upon the organization and what you're seeking funding for.

Generally I have had standard PR packets which included the last few newsletters, a board member listing, samples of some press coverage.

Question from large non-profit:
    Is it a okay to invite the visting foundation to an upcoming event, (either program or fundraising) so that they can experience direct impact more closely?

Nancy Waclawek:
    Yes, that would be a great way to "friend-raise." Just be sure the event is the best it can possibly be (within your abilities to control the unexpected that always happens at an event, of course!)Be sure you have someone from your staff who will be attentive to your visitors at the dinner/program etc. You don't want your guests to feel lost. Better yet, have one of the members of your board of directors take them under their wing for the evening.

Question from Lynne, small private college:
    How do you get foundations to visit your turf? Some seem very unwilling to leave their offices, even when we're talking about a 15 minute drive.

Darryl C. Brown:
    Hi Lynne. These days program officers are under tremendous time and financial constraints. Some simply do not get out, as you suggest.

I think much of today's discussion suggests a need to bolster stewardship with foundations to make sure they know your organization is a good investment and has spent their funding wisely.

If you're building a new relationship, go to them, but go with an agenda to make good use of the time.

Question from Sheena/PRIYDE (small non-profit):
    What if you're not able to visit the foundation that you're applying with how would you open the lines of communication?

Pamela Grow:
    Foundations don't have the time or staff to meet with every potential grantee.

I'm a firm believer that a well-crafted proposal - one that is compelling, aligns with the mission of the organization, and FOLLOWS THE GUIDELINES - can be the best way of opening doors to foundation funding. That and persistence.

Question from Rachel Quint, Flora Family Foundation Intern:
    Hi All, I am currently working on a guidebook of sorts to provide to FFF organizations with tools for preparing for a site visit. Specifically, what is your opinion on what makes a good site visit? I would appreciate your team’s thoughts on what conversations, materials, presentations, settings, informal gatherings, etc., you have found most useful and meaningful in forming an assessment of an organization. What advice you would offer an overseas NGO that is anticipating a visit from a potential donor?

Nancy Waclawek:
    A site visit is successful for me when I have answers to the who, what, why, when, how questions that I had before I made the visit. I've met the key people in the organization. I've tour the site/facility. I have seen programs in progress. I've talked to the leaders of the programs and the beneficiaries of the programs. I've moved around the site, rather than being stuck in a conference room and the organization is open to my future visits, and phone calls, if I need more information. Avoid presentations that sound like lectures. You want conversations to happen, so people get to know one another and the programs. I have never been involved with overseas programs, but I would apply all of the above to that visit as well.

Question from Alissa, Boston Medical Center:
    Anything that would really sink a site visit?

Darryl C. Brown:
    Alissa,

I think lack of preparation can sink a site visit and make the applicant look disorganized. Don't leave it to chance and goodwill.

Brief all participants -- let them know who's coming, what the funding history has been, what the expectations are, and what you'd like to achieve out of the visit.

Question from Peter Panepento, moderator:
    Hi Nancy. Without naming names, can you tell us about the most impressive visit you've ever conducted on behalf of your foundation? What stood out? What touches did the nonprofit include that were memorable and effective?

Nancy Waclawek:
    It was a visit to a local social service agency that deals with abused children. They were raising money for a new facility. Quite simply, it was seeing the facility that they had been using for the children that left the most indelible impression. It was abundantly clear that they needed a new facility. And it was abundantly clear that they were doing wonderful things for the children, despite the limited resources they had. In this case, one minute on the property was more informative than 10 pages of narrative. And it was just another "day at the office" for them -- dedicated to their mission of helping children.

Question from Erin, youth services nonprofit:
    We had a site visit yesterday from a long-time fdn supporter. What if any kind of follow up should we be doing now as we did ask for more $ this time around?

Darryl C. Brown:
    Hi Erin. Congratulations; you're almost there. They visited and you asked!

You mention that they are long-time supporters. Have you sent them a report on how their past investments have been spent? Doing so means you are business-like and worthy of further consideration.

Did you agree to next steps during the visit? It would have been great if you did, but don't panic, you can still determine the next steps by reaching out to your counterpart at the foundation. Good luck.

Question from Sarah Smith, Sierra Club:
    Hi! Increasingly we have hosting conference calls that are open to the environmental community and have extended these call announcements to foundations and the program officers we work with. At first we weren't sure if this was too much information to send to program officers (didn't want to clog their inbox). However, to our suprise we have seen that many of them have joined these calls and are appreciating the shared insight and information. What do you feel is "too much" in terms of keeping foundation folks engaged and up to speed?

Pamela Grow:
    Sarah that is awesome and an excellent example of keeping the lines of communication open!

When it comes to communication, I don't know that you can have too much, although you do want to avoid deluging foundations with too many newsletters, invitations or pieces that are written solely for volunteers or insiders.

Sharing positive press, a newly designed website or even notifying them of new ways that you are communicating are all good methods.

Question from Peter Panepento, moderator:
    Do nonprofit groups put too much emphasis on winning a single grant rather than attempting to build long-term relationships in visits? Should they approach visits more as a long-term investment?

Darryl C. Brown:
    Yes and no, Peter. That long term relationship will be built one grant at a time. So stewardship of past support is as important as the application for a new grant.

Question from Kelli Nakayama, Children's Hospital & Research Center Oakland:
    Do you have any suggestions for other opportunities, beyond site visits, to engage program officers of foundations who may be out-of-state? Any creative suggestions beyond typical stewardship communication materials? (virtual tours, videos, client testimonials?)

Nancy Waclawek:
    Develop a dynamic website. It's quick, more cost effective than printed products, and it will allow you to upload videos, start blogs, etc. that can tell your organization's story through its clients, other funders, etc. And with search engines (like Google, Yahoo, Bing) it's a way to bring your organization to the attention of folks who might be interested in your cause anywhere in the world. So, be sure to find someone who can teach you about search engine optimization (SEO's)

Question from Susannah, mid-size non-profit:
    Can you suggest tactful ways to coach program staff and execs. who don't always do a great job of presenting our programs? Are there any printed or online resources I could direct them to?

Darryl C. Brown:
    Hi Susannah,

It'd be easy if only all these people didn't get in the way! Seriously, you're the best judge of who should participate and who best represents your programs. Some will barely need to be reminded, others need a comprehensive brief and others may need a few bullet points, and yet others will need a script.

Question from Arlene F. Kaukus, consultant:
    What are your thoughts on how to most effectively network through Regional Associations of Grantmakers to engage in a discussion about your organization's work or new work that is needed in a community or region?

Pamela Grow:
    I'll be honest with you, I don't have an answer to that. Here in my area, I do keep abreast of what Delaware Valley Grantmakers is doing and check their list of members regularly. Perhaps someone else on the panel might be better versed with these associations than I am?

Question from Susannah, mid-size nonprofit:
    Another question: how much should I as a development staffer (I write the grant proposals) participate in the site visit?

Pamela Grow:
    In my own position/s as development staff, I always saw my role as a coordinator - handling introductions, making sure that everyone who was participating knew the proposal specifics, our history with the particular grantmaker, making sure that my "testimonial" guests were well-versed in what was expected, and preparing any PR materials, and following up.

Question from Susannah, midsize nonprofit:
    How important is it to have Board members attend site visits?

Pamela Grow:
    I believe that it's important from the perspective of showing the grantmaker that your Board is committed. I've always had at least one board member present at a site visit.

Question from Peter Panepento, moderator:
    Have you been on visits where organizations have taken a poor approach? Can you give examples of things to avoid?

Nancy Waclawek:
    When site visits don't go well, poor communication has been the problem, I think. I assumed too much and didn't communicate what I wanted to know/learn from my visit. The organization also didn't feel confident enough to ask me questions and determine what I wanted to get from the experience. It was like a bad date -- the chemistry was off. So clarity in expectations is important. Also, visits don't go well when people who aren't passionate about the programs try to explain them. Involve people who live and breathe what your organization does every day. They tell your story the best.

Question from Peter Panepento:
    Are we seeing more foundations move into virtual visits -- using conference calls or online meetings to screen potential grantees?

Darryl C. Brown:
    Absolutely. In these days when airport security and added expenses are avoidable -- much more is being done via steadily improving technologies. For better or worse, virtual visits tend to eliminate any sense of obligation, so it's still important to stay in touch and agree to next steps.

Question from Peter Panepento, moderator:
    Hi Pamela. Any final points you'd like to emphasize to our audience?

Pamela Grow:
    Honestly my most important point would be to be prepared - by communicating with the foundation beforehand - and to RELAX! I have an article on my blog on how to be a fearless grantseeker - it can be easy to be intimidated by something like a site visit but generally it's a positive thing!

Question from Susannah, midsize nonprofit:
    Is it better to organize a (semi-) formal presentation, with each member of our team speaking on a prepared topic, with time for questions, or to keep it more open-ended and determined by the questions the site visitors ask?

Darryl C. Brown:
    Susannah,

I lean toward structuring the visit as much as possible, but keep in mind that listening to the foundation representatives is very valuable to you -- so leave time for it and don't dominate the discussion.

Peter Panepento (Moderator):
    Thanks, everyone. We are out of time. We'd like to express our gratitude to our three fantastic guests for their time today. I hope all of you found the information useful -- and I hope you'll join us here every Tuesday at noon when we discuss topics of interest to the nonprofit world. You can find more information about upcoming events -- and get access to free transcripts of our previous discussions -- at http://philanthropy.com/live.

Darryl C. Brown:
    The cliche is true -- time flew by. Good questions, everyone! Good look with your fundraising efforts!