Roll out the welcome mat for a funder’s site visit

One of the most frightening, yet exciting, phone calls or emails a nonprofit leader can get is from a prospective funder, such as a foundation, giving circle, service club, or government agency, requesting a site visit. After a nonprofit organization submits a grant application to a prospective funding organization, if the funder has any interest in supporting the nonprofit’s programs, it is not uncommon for the funder to make a site visit to see the nonprofit’s operations firsthand before making any funding decision.

A site visit is a great way for a nonprofit organization to build a strong relationship with a prospective funder that can last for years. Here are some tips on how nonprofit leaders can prepare for a successful site visit:

• Ask the funder what they would like to see during the site visit and who they would like to meet. Some funders want to see the program in action and meet the clients and some just want to talk with the organization’s leaders.
• Be sure the funder knows exactly where the site visit will be conducted by giving clear directions.
• Create a team to plan the site visit, but avoid preparing a canned presentation.
• Identify who will represent the organization during the site visit. Oftentimes, the nonprofit representatives include the executive director, program manager, and a board member. If partnering agencies are involved in a nonprofit’s program, they may be invited as well. Consider inviting a client with a success story to share to join your team.
• Ensure that the nonprofit team is familiar with the proposal submitted to the funder and that someone on the team is well-acquainted with the nonprofit’s financials.
• Research the funder’s website to learn more about their decision-makers and what they fund.

Eunice Valentine is the North Bay Manager for Pacific Foundation Services, a San Francisco-based firm that manages about 20 family foundations, such as the Bothin and Kimball Foundations that fund many local nonprofits. She frequently makes sites visits on behalf of the foundations her firm manages. She said, “I think of foundation site visits as an opportunity to develop a partnership relationship between the foundation’s program officer and the grantee agency’s lead staff. Even the best-written grant proposal can’t convey the essence of the service provided as powerfully as seeing it in action and meeting the staff.”

Valentine added these tips: “Be well-prepared to answer questions about the program, the budget, and the board of directors’ participation as donors.  Be sure to have the principal program staff and the executive director participate in the meeting. If the grant is large or this is a first grant from the foundation, it is a real plus to have a board member attend.” Valentine concluded, “Site visits provide a wonderful opportunity for agencies to learn more about the foundation’s focus and information that will enhance your next grant proposal.”

During the site visit, be welcoming and gracious, even offer light refreshments. The funder will most likely review your organization as a whole, your program and leadership staff, your facility, the specific program for which you are requesting funding, and your organization’s financial health. Always remember to honor the time limit suggested by the funder. It’s important for all nonprofit team members to listen carefully and create an atmosphere of honest dialogue. Be transparent about the challenges the nonprofit faces and speak with enthusiasm about your successes and plans for the future. Ask about next steps the funder will take and what the chances are of receiving funding.

Recently, Cristin Felso, Executive Director for Teen Services Sonoma, was fortunate enough to get a request for a site visit from a large foundation. She shared these lessons learned: “Honestly is the best policy. If your data tracking systems are not exactly where you would like them to be, tell them so. Tell them what you’re able to track and where your systems fall short. At least they will know that you are aware of the shortfalls in your data management systems and of what you need to do to improve them to get better data.” Felso added, “Have others from the organization there with you. Choose a passionate board member and a knowledgeable staff person to help you tell the story. The foundation surprised us with two additional people and it was great to have more than just myself to interact with them and to offer more than just my viewpoint. Make sure you have everybody on the same page. Have them read the grant application and assure they understand the goals of the program.”

Felso also suggested, “Have materials to share. We had our course binder that shows what the students must complete in the classes and the tools we provide them to do the work. This gave our visitors a good understanding about what our program does for the young people who attend our workshops.”

Speedway Children’s Charities provides funding to most of the Sonoma Valley nonprofits that serve children. Cheri Plattner coordinates the grant-making for the charity and makes frequent site visits. She offered these thoughts: “Site visits are an important and meaningful way to see firsthand how distributed grant money is put to use. It is a joy to be invited into these programs. Performing a site evaluation, at a nonprofit that has submitted a grant application or been granted funds, is the one of the few physical connections between Speedway Children’s Charities and the nonprofit. While performing a site evaluation, you are looking for a good picture of the program. Are there any gaps or missing pieces? What is your interpretation of the program? Are the dollars being utilized as the nonprofit has or had described? What is the success of the program? Whom has the program benefited? These are just a few questions that should be answered as a result of your visit.”

At the end of the site visit, always create a list of any additional documents the funder wants or any clarifications the funder wants you to address in writing as a follow-up. After the visit, be sure to send a thank you note to the program officer and then meet with your internal team to evaluate the visit so the next one goes even better. Plattner reminds us of how important these site visits are to the funder. She said, “Site visits are a fantastic reminder of the great work these groups are doing in our community. To see the smiling faces of children enjoying a program or the relief of a mother getting the support she needs is a wonderful reminder of why we work so hard to raise money to help support these groups.”

Teen Services Sonoma’s site visit was well worth their time. The funder was so impressed with Teen Services’ mission and the staff and board members’ passion for the services they provide, that they gave them a grant in the amount that exceeded their original request. So, the next time a funder calls to request a site visit, roll out the welcome mat, relax, and enjoy building a strong relationship that will help those you serve in our community for years to come.