Here is our prospecting spreadsheet (don't worry! only added individuals can view this).

Columns:

• STATUS (options here:)

  • • Needs research

    • Ready for solicitation

    • Solicited: [# off email/phone contacts, etc.]

    • Followup required

    • Meeting secured

    • Committed: [commitment details]

• WARM LEAD

  • • The name of anyone on our team/board etc. that has a connection to this org/business/large donor

• TARGETING FOR

  • • what are we targeting them for? intern program, local match, event, etc.

• RELEVANCE

  • • The potential funder/donor/org's relevance to us and the ask (i.e. they promote paid internships and we want them to fund our intern program; their philanthropic giving guidelines say they support community education)

• PAST SOLICITATION

  • • Include info about past solicitations, campaigns, and outcomes

• PAST GIVING

  • • what they've given int he past

    • 
      

• NOTES

  • • Can include notes about relevance, lead, contacts made, prior commitments

Our list currently includes basically all of the small and medium sized business in Columbus. We need to:

• do some research on these and their relevance

• get a secondary contact for each

• add intern program targets: OU alum and such

• eventually add foundations and types of orgs that aren't on here

• add large size businesses

• add more large donor targets

It's generally best to send emails Tues-Thurs before lunch or early afternoon, but we can experiment a bit.

Consider using a mail merge tool such as Yet Another Mail Merge

Be mindful not to end up in "email/gmail jail" -- generally, don't send more than 500 emails in a day and not more than 500 recipients on an email (we are generally doing 1 recipient per email, so pay attention to not more than 500 emails in 24 hours)

• Major donors notes from LION

• Advertisers and sponsors notes from LION

ACTION ITEMS

A basic action item for each of you

• Review our workflow + INN local matches guide

Immediate action items - please divvy between you

• Build out target list

  • working off current small list in Airtable (see workflow for links/details)

  • You will always access Airtable via our company account or else we get billed for an additional collaborator. Here is the login:

    • (see email)

  • There's also a spreadsheet for this campaign with a tab for local matches - this allows all team members to drop ideas in there (be sure to check that and ensure it's added into Airtable)

• Finalize the large sponsor/local match package

  • i started this, but we need to finalize the perks for each level - this is a good start but need to finalize.

  • Communicate with me about this/send me your edits/thoughts and I will help finalize

• Draft solicitation email/DM copy + phone script

  • Send to me when you have drafted and i will edit/finalize

  • There is some helpful info and language in this fundraising guide that might help you articulate our value/why large donors should participate

Action items we've got covered

• Social media post + email newsletter (Marisa)

  • I asked Marisa to advertise this opp on our social media/email and she said they're on it

OTHER INFO

Once all of that is complete, it will just be a matter of performing the outreach and tracking those efforts, as indicated in our workflow. We can frame this as a sponsorship opportunity and I think that probably makes the most sense.

Now, this is a pretty urgent action item because it is ideal if we are able to lock in a match or so before campaign launch, but the work isn't over 11/1. We can absolutely still commit a match partway into the campaign.

How this ends up working will depend somewhat on when and how much we get committed. For example, if we only get a small amount of $ committed (say less than $7,000), or if the money gets committed more than ~2 weeks into the campaign, we probably won't advertise a 3x match because only the first batch of donors would get matched 3x. However, if we pool $7K or more (ideally $10-15K), that's getting closer to the match NewsMatch provides and therefore, I think it makes sense to advertise it as a 3x match. If we get $ committed more than ~2 weeks after launch, we will likely need to frame it as a match extender: their funds will match donors when NewsMatch's funds hit their cap.

​Any questions or need anything from me? Please lmk!

Thank you again!

Cassie​

Ask other board members, team members, etc. to brainstorm matches. They can add to this spreadsheet (since not everyone can add to Airtable)

• NewsMatch 2021 spreadsheet

Outreach template + sponsor info here.

Airtable base: fundraising + donor management: local matches (log in via company account)

See the large donor levels draft document.

We need to fully flush out a process for acknowledgemnt, etc.

See resource from INN

The community match donor cycle is a simplified fundraising model to help you secure larger gifts to power up your NewsMatch campaign with additional match funds. The information and resources below are powered by the Annual Giving Guide included in INN's News Giving Roadmap.

This process begins with the identification phase. During this phase, you will search for prospects and identify which have the ability and motivation to support your mission.

Key Steps

• Set your match goal. How much would you like to raise in matching funds?

• Build your list. Which donors, sponsors, or supporters can help you reach this goal?

• Do some research. Which supporters have already supporter your cause or one similar to the work you do? How much might they be willing to give?

• Prioritize your prospects. Which prospects are most likely to support you with the largest gifts? Which will you approach first?

Related Resources

Range of gifts table

We covered how to map out your campaign goal using the NewsMatch range of gifts table template in this webinar on goal setting.

• Webinar: What are your campaign goals?

• Range of gifts table template

Donor Search subscription

DonorSearch is a robust online prospect research tool that provides wealth and philanthropy screening services and analytics to uncover your best donors and prospects. INN members can qualify for a discounted annual subscription to Donor Search through the INN Network Philanthropy Center.

• Donor Search FAQ

• Request a discounted annual subscription

DIY prospecting guide

How to find public information online about your donors.

• Open guide

The community match donor cycle is a simplified fundraising model to help you secure larger gifts to power up your NewsMatch campaign with additional match funds. The information and resources below are powered by the Annual Giving Guide included in INN's News Giving Roadmap.

In the cultivation phase, you will deepen your relationship by learning more about your prospects and building a connection.

Key Steps

• Learn their interests. What is their interest in your work? And what are their internal priorities and goals?

• Evaluate where there is alignment. Where is the greatest alignment between your needs and their interests? What are you willing to offer in return for their matching gift? Which donors are better suited for a different offer?

Related Resources

Questions to ask

People make philanthropic gifts for their own reasons and based on their own passions, and discovering these reasons and passions are key to building a stronger donor relationship. Here is a list of questions to consider when getting to know your donor.

• Guide: Getting to know your donors

Create a winning case for support

Prepare for your discussions with funders to establishing a strong case for support. This is typically presented in the form of a document that outlines your organization's mission, history, goals, and vision for the future.

• Webinar: Create a winning case for support | Slides (PDF)

• Template

• Example

The community match donor cycle is a simplified fundraising model to help you secure larger gifts to power up your NewsMatch campaign with additional match funds. The information and resources below are powered by the Annual Giving Guide included in INN's News Giving Roadmap.

During the asking phase, you will offer a specific opportunity for a donor to contribute matching funds and make an impact. Believe it or not, you should actually spend the least of your time asking for support. It’s recommended by the time you ask, you have learned enough about the donor to have a good sense that the answer will be “yes.”

Key Step

• Share your proposal. How much would you like them to contribute in matching dollars? And by when? By doing so, what impact will their gift have on the things they care most about?

Related Resources

'Making the Ask' strategy worksheet

This strategy sheet is a tool to help you achieve comfort and success with prospects by planning talking points to ask for the gift. Careful

• Worksheet

Responding to funder objections

Tips on how to respond to a funder that has objections to your proposal.

• Answering objections worksheet

Script

We’re currently operating on an ambitious campaign to raise <amount> that would power our ability to <insert intended impact here>. By offering a matching gift, <funder name’s> contribution would be a catalyst to inspire more donors to support this work. Will you join us by pledging a matching gift of <amount> by <suggested deadline>?

The community match donor cycle is a simplified fundraising model to help you secure larger gifts to power up your NewsMatch campaign with additional match funds. The information and resources below are powered by the Annual Giving Guide included in INN's News Giving Roadmap.

During the final stewardship phase, show appreciation by saying thanks and demonstrating how their gift made a difference.

Key Steps

• Acknowledge. How would you like to show appreciation for their contribution as soon as they make the gift? And during the campaign itself?

• Tell the story of their impact. How did their gift make an impact during your campaign? What type of work did their investment help you to achieve?

• Stay connected. How can you continue to build a relationship with this supporter? What other things might they be interested in supporting in the future?

Related Resources

Build a stewardship plan

A stewardship plan is a process that helps your organization build a long-term relationship and continue philanthropic support from donors.

• Webinar: Building a stewardship plan | Slides (PDF)

• Template: Stewardship plan

Saying Thanks

Be sure to say thanks! INN has created a call guide to help show your gratitude to community match funders.

• Call guide

• Characteristics of a great 'thank you' letter

1. Acknowledge / Gratitude

   • Ask your donors / customize to the person/generation etc. handwritten vs. email vs.?

   • Can use paperless posts

   • Member level + perk ideas

2. Tell the story of their impact

3. Stay connected

   • how can you continue to build a relationship?

   • the more authentic the betterAcknowledge / Gratitude

     1. Ask your donors / customize to the person/generation etc. handwritten vs. email vs.?

     2. Can use paperless posts

     3. Member level + perk ideas

   • Tell the story of their impact

   • Stay connected

     1. how can you continue to build a relationship?

     2. the more authentic the better