What are the three phases to organising a Donor Visit?

Archana Masih

Archana Masih works as a Content Editor with fundsforNGOs and has firsthand experience in developing compelling and engaging content for the audience. She is also a professional writer and holds a diploma in English Journalism from India’s premier media College, IIMC.

The steps to organising a donor visit can be divided into three phases. The overall duration of the three phases can be depending upon how intensive the visit is. Normally, this overall duration could be of about a month and a half.

Phase 1- Pre-visit

This is about a month duration or so, depending upon the kind of preparations required for conducting the visit. Some of the key activities conducted during this phase include:

• Identification of the project for the visit- The first step in organising a donor visit is to identify the project. This will depend on various factors like the interest/mission/cause of the donor agency; kind of project the donor is interested to visit; total time the donor can commit for the visit; when would the donor like to visit and it’s feasibility; how long is the donor willing to travel, etc. Based on this, identify the project in consultation with the project team.
• Develop a detailed note on the project and the visit- Once the project is identified develop a detailed note on the project including background information, status before the project was initiated, duration, project activities, changes that have happened since the project is initiated, etc. The note must also cover expectations from the donor during the visit including field conditions or any other specific aspect regarding the project such as cultural conditions, etc. and some key do’s and don’ts including clothes to wear, aspects can discuss, etc. particularly because the donor may not be aware of the socio-economic and other field conditions. But again, these should be communicated in a firm yet polite manner.
• Clarifications on the cost- It is advisable to request donor to cover their personal costs till they reach project location. On-field expenses, field location to beneficiaries’ location, etc, could be covered from the project. This is also important to ensure that the funds committed for the project are directed only for on-ground activities and it creates a positive impression among the donor as well. A donor who is committing her/his time will definitely be willing to support her/his own expenses but it’s important that this should be communicated to them before the visit. Read More