It's Not Your Party - It's Your Job

Donor receptions - whether small and intimate or with a large group - can play a vital role in educating, motivating and cultivating prospective donors for your nonprofit.

Most agencies have hosted at least one donor reception, but those development professionals who plan receptions on a consistent basis will tell you it pays off to schedule them regularly. By using the spheres of influence of your Board and committee members, these receptions provide a critical bridge to potential donors whom you may not otherwise have the chance to meet and talk with in person.

Some donors and prospective supporters like to mingle and socialize; others are encouraged to attend if they think friends and family will be going; and yet others like to network with and meet new people. Regardless of their motivation, one thing is certain: those attending your event should be given a balanced dose of information about your agency and an opportunity to relax and enjoy the company of others. Following are some tips to make sure your donor reception pays off.

Make Your List and Check It Twice
Because you are spending time and energy on your receptions, every person counts. Ask Board members and donors close to your organization for input on who could serve as an effective host and about those individuals who should be invited. Talk to your host about reception ideas, but keep it simple: you don't want to create a mini-special event as it could be more costly than cozy.

Plan Who Will Be in the Room
Be sure to create a compatible mixture of individuals. You don't need to invite every potential donor to every reception. Holding one a month, or every other month, allows for smaller groups and will make it easier for you to engage nearly everyone at the function. Work with staff to define a role, or future role, for each guest. Are they a financial supporter? Volunteer? Ambassador? Future Board member? Can they help open doors to other contacts? Use these prior discussions to guide the tone and content of your conversations with each person you meet at the reception.

Use It or Lose It
Your Executive Director or Director of Development should be present to talk candidly about the agency's needs, current programs, activities, community impact and more. As a development professional, it's your job to ensure guests learn something new about your agency. Give them a chance to ask questions and engage in meaningful dialogue. Share with them ways they can help.

Follow Up, Then Follow Up Again
Always plan a follow-up strategy for each attendee. Will you use phone calls, letters, personal visits? The work you do after the reception will often pave the way to a major gift.

For those Board members who are timid about soliciting people one on one, donor receptions provide a softer opportunity to bring their contacts closer and influence giving without putting them directly in the hot seat. Remember, the work you do at the party - and especially after the party - is some of the most important work you'll do on behalf of your organization.

- Jennifer Curzon, Vice President (Kansas City) jennifer@hartsookcompanies.com

Another Smart Idea...From the Hartsook Best Practices Collection^SM

"We have the Board bring one or two guests to informative cultivation events instead of asking them to make calls." - Paige Sumner, Director of Development, The Petroleum Museum (Midland, Texas)

If you are interested in Best Practices and smart ideas, see these additional resources from Hartsook Companies:

Getting Your Ducks in a Row! . . . Proven Strategies for Exceeding Your Capital, Endowment and Operating Campaign Goals. No development officer should be without this book. Bob Hartsook's guide brings together outstanding authors and sources providing a tool box of strategies for effective campaign fundraising. Each page is filled with ideas, concepts, plans, strategies, approaches and suggestions that result in success. Available for $19.95 (plus $3 S&H) through ASR Philanthropic Publishing or by calling toll free 1-877-7GIVING.
On the Money! by Bob Hartsook, JD, EdD, Chairman and CEO of Hartsook Companies, Inc., is an enlightening collection of success stories and lessons learned from 25 nonprofit fundraising campaigns nationwide. An early review called On the Money! ". . . a celebration of well-earned victories, smart thinking and ideas that make sense." For more information, or to order a copy, visit www.asrpublishing.com.
"Best Practices Coast to Coast^SM," a compilation of best practices from every state in the union.
"Hartsook Best Practices Collection^SM," our original collection of 250 best practices and great ideas.

For a free copy of "Best Practices Coast to Coast" or the "Hartsook Best Practices Collection", please email Cathy Rutz, cathy@hartsookcompanies.com, or visit our web site at http://www.hartsookcompanies.com. We also invite you to contribute your own best practice by emailing Shelly Chinberg, shelly@hartsookcompanies.com.

Visit the Hartsook Companies web site for:

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Strategies for Success explores smart ideas, connecting with more than 1,500 fundraising professionals bi-weekly. We welcome your contributions or comments. Send to Strategies for Success and eHartsook Editor Karin Cox, MFA, Senior Vice President (Wilmington, NC), kcox@hartsookcompanies.com. If you'd like a free subscription to Strategies for Success - or its monthly companion, eHartsook on Philanthropy - contact Tammy Weinman, tammy@hartsookcompanies.com. You also can reach her at 316.630.9992.

Our web site is located at http://www.hartsookcompanies.com.