“We’d love to meet for coffee.” A first meeting with a potential patron is like a first date. You might be nervous, say something awkward, or—on the contrary—shine and gain a partner for years. We present three typical scenarios based on how the patron responds to your approach. And most importantly: what to do to make them end well.
Scenario 1: “Yes, I’d be happy to talk.” – the enthusiastic prospect
This is your dream patron. They reply quickly, suggest a time, and seem genuinely excited. But beware—enthusiasm can fade fast if you arrive unprepared.
What to do:
- Prepare a 3-minute presentation of your project (concise, with a clear impact).
- Bring a one-page leaflet or a business card with key numbers.
- Ask more than you talk: “What attracted you to our project?”, “How do you imagine a collaboration?”, “What would motivate you to support us long term?”
- Offer concrete packages (for example, “For 30,000 CZK a year you can be a partner of our gala evening”).
What not to do: Don’t push for a decision at the first meeting. Give them a week to consider.
Scenario 2: “I don’t know yet, but I’ll come and listen.” – the cautious curious
This patron is curious but wary of commitment. Maybe they had a bad experience before, or they simply don’t know what to expect. Your job is to ease their concerns.
What to do:
- Start with a story about a specific person your organization helped (use emotions, not numbers).
- Show that they don’t have to promise anything right away. “Just come and see our event, then we can touch base.”
- Prepare a lower entry package (e.g., 5,000 CZK a year for a thank-you mention in the program). People fear large sums, but small amounts are easy to say yes to.
- Give them time. Don’t rush. Send a follow-up in a week: “Thank you for meeting—here are photos from the event.”
What not to do: Don’t try to force them. If they say “maybe,” treat it as “not now, but the door stays open.”
Scenario 3: “Thank you, but I’m not interested.” – the polite refusal
It hurts, but it’s part of the job. Sometimes there’s no time, no budget, or your cause simply doesn’t resonate. The important thing is not to burn bridges.
What to do:
- Thank them for their honesty and for their time. That is a relationship too.
- Ask: “May I ask what led you to decline?” — you might get valuable feedback (e.g., “too expensive,” “I don’t enjoy that kind of event”).
- Offer a way to stay in touch (for example, a newsletter or invitations to events). In six months or a year, things might change.
- Send a thank-you message a month later without asking for anything (e.g., “Here are photos from the event you couldn’t attend—maybe you’ll like them”).
What not to do: Don’t try to persuade or be intrusive. Don’t say “what a pity”—it sounds desperate.
Table: What to say and what not to say at the first meeting
| Instead say… | …don’t say |
|---|---|
| “Our work matters because… (the story of Marie, who…)” | “We’re great; everyone praises us.” |
| “We want you to decide without pressure. Here are the options.” | “So, will you give us those 50,000?” |
| “I understand this isn’t the right time. Could we keep in touch?” | “That’s a shame, it would really help us.” |
| “How do you imagine an ideal collaboration?” | “We already know what we need. Listen to us.” |
| “You don’t have to promise anything now. Come see our event.” | “You must decide by Friday or the opportunity will be lost.” |
Practical checklist – what to bring to the first meeting
- 📋 One-page leaflet about your organization (numbers, impact, contacts)
- 💳 Business cards (at least 5)
- 📱 Photos or a short video on your phone (samples of your work)
- 📝 Notebook and pen (write down their name and notes—this shows interest)
- 💡 Prepared questions (at least 5 – see above)
“The first meeting isn’t about getting money. It’s about earning trust. If they leave feeling that you were a pleasure to listen to, you’ve done 80% of the work. The money comes later.”
– Markéta, fundraiser with 15 years’ experience
Summary – three key points
- Prepare for all three scenarios – the enthusiast, the cautious, and the decliner. Each requires a different approach.
- Ask more than you speak – the patron wants to feel heard, not like you only came for money.
- Never burn bridges – today’s “no” can be “yes” next year. Be patient and kind.
Author: Sponza Editorial Team
Photography: (illustrative – two hands reaching for each other, coffee and a notebook)
Štítky: Osobnosti, Partnerství, Podpora
