Hosting Small-Group Meetings
Building Relationships to Create Awareness and Enhance Fundraising
Universities, hospitals, and large non-profit organizations have long recognized the importance of building
a strong major gift program to develop and retain donor relationships. The most successful animal
protection organizations have come to understand that building lasting relationships with donors is
essential to creating a strong financial base for the organization, fostering community support and
participation in all aspects of animal protection work.
Why Host a Meeting?
Most small to medium animal organizations get caught in the labor intensive, time consuming cycle of
special event fundraising, never taking the time to build a strong, diversified, donor-centered fundraising
program. The small-group meeting approach helps staff and volunteers create relationships with donors
that will lead to major gifts. Eighty-six to eighty-eight percent of contributions to charities in the United
States come from the individual donor. This approach will result in a sustainable increase in donations, a
stronger, long-term relationship with donors and a deeper community understanding of the how work the
organization does makes the community, as a whole, a better place to live for people and animals.
The purpose of small group meetings is to increase awareness of your organizations present programs,
plans, and needs involving individuals by asking their perspective on the work your organization does and
asking for their advise and suggestions on increasing involvement and awareness about your programs.
This process creates ownership as participants identify with the work of your organization in a personal
way and can lead to a commitment and willingness to support your work financially.
Who Hosts, and Who Do You Invite?
These events should be hosted by your top donors, board members, volunteers, and by persons who have
an interest in the quality of life in your community. The events may be breakfasts, luncheons, happy
hours, or dinners held in a quiet, private room or home that can accommodate ten to thirty people. The
agency representative gives a brief presentation of the organization’s programs, plans for the future, and
needs after the meal or after participants have some time to mingle.
You will want to keep the attendance to the number of people you can realistically interact with one-onone. It is usually a good idea to have several representatives from the organization available to make sure
each participant has a personal contact with the organization.
Resources in This Document
The following pages provide samples and resources to get you started on organizing a successful smallgroup meeting:.

Sample Letter to a Potential Host

The Host’s Role in Small-Group Meetings

Sample Agenda for Small Group Meetings

Sample Confirmation Letter

Sample Follow-up Letter from Host to Attendees

Sample Telephone Script for Host Inviting Guests to Meeting

Sample Potential Guest List from Host

Sample To-Do List for Staff/Volunteers
Please feel free to modify these materials to suit your community and your needs.
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Sample Letter to a Potential Host
Date
Name
Address
City, State, Zip Code
Or
Send via email
Dear___________________:
The XYZ Humane Organization is working hard to build relationships and enhance awareness of our
programs, plans and needs so we can strengthen the role our organization plays in enhancing the quality of
life in our community.
Your advice, counsel and personal involvement as a donor and respected leader are being sought to assist
us in articulating the needs of XYX Humane Organization to the community.
The enclosed (attached if using email) documents detail our plans for small group meetings. We would like
you to host a meeting for 10 – 30 people to assist us in disseminating information about our programs and
to update key leaders and friends about our current and future needs.
We hope you will consider assisting in this process. Your leadership and participation would greatly
enhance our ability to share the XYZ Humane Organization story.
With your help, we will succeed in saving more animal lives. Your interest and support of our organization
is greatly appreciated.
Sincerely,
President of the Board
Executive Director/CEO
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The Host’s Role in Small-Group Meetings
A series of small group meetings for the XYZ Humane Organization donors, friends and community leaders
will be held to build relationships, create awareness and enhance fundraising. Their purpose is to share
information about the programs, plans and needs of the organization and to seek advice and participation
as part of a comprehensive resource development planning process.
These events should be hosted by people who have an interest in the organization and the quality of life in
the community. The events may be breakfasts, luncheons, happy hours or dinners.
Hosts will be asked to assist in the following way:

Meet with staff to review their role and select names of persons they will invite to the small group
meeting.

Provide a quiet, private room, meals or refreshments and seating for 10 – 30 guests.

Personally contact potential guests to invite them to the event.

Follow-up the phone call or E-vite with a confirmation letter or email; sample provided.

Preside at the event; using the agenda and script prepared with the staff.

Follow-up the meeting with a letter of appreciation; sample provided.
The host will provide initial identification of leadership and financial potential important to the success of
this program. Following this identification and attendance at the event appointments will be made for
confidential meetings with staff seeking advice and involvement from participants.
Suggested Contact Schedule for Hosts

Three to four weeks before the event the host contacts selected guests and invites them to the
event. This may be done by personal visit, phone, mail or E-vite. The host then notifies the
organization to confirm who will be attending the event.

Second or third week before the event the host sends a confirmation letter or email, restating date,
time, place and purpose of the event to the guests.

The day before or day of the event a staff member calls guests on behalf of the host to confirm
their attendance at the event.
Host Guidelines for Small Group Meetings

During the reception period, the host(s) should meet and greet the guests introducing them to the
agency representatives and other guests in attendance.

At the appropriate time, ask guests to be seated to begin the meal (if this is a happy hour combine
this step with the next step). Once all the guests are seated thank them for coming, briefly review
the agenda for the evening and mention that after the meal the speaker will make a brief
presentation of the XYZ Humane Organization’s programs, plans and needs.

As soon as the meal is finished, the host shares their excitement about the work of the XYZ
Humane Organization and perhaps a personal story then introduces the speaker.

After the speaker makes the presentation and takes questions and comments from the guests, the
host briefly endorses the programs and plans of the organization and encourages their guests to
give their advice and resources. Mention that we need to recruit several small group meeting hosts
and, if they are interested, talk with one of the agency representatives. Thank the guests for
coming and close the event.
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Sample Agenda for Small Group Meetings
Suggested time for the meeting: 1.5 to 2 hours
AGENDA
Host presides with greeting of guests and introductions
Host asks guests to be seated and welcomes them
Breakfast, lunch, happy hour, or dinner is enjoyed
Host shares excitement for organization and introduces speaker
Presentation by agency representative
Question/Answers/Comments
Host endorses the programs and plans of the organization
Host calls for volunteers to host a similar meeting
Host thanks guests for coming and closes meeting
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Sample Confirmation Letter
Dear__________________:
Thank you for accepting my/our invitation to join (me/us), other community leaders and friends for a
(breakfast/lunch/happy hour/dinner) on (date/time) at (location).
The highlight of this (morning/afternoon/evening) will be a brief presentation by (name of agency
representative and title) who will be sharing the programs, plans and needs of the XYZ Humane
Organization. We will be asking for your advice and comments as part of a comprehensive resource
development planning process for the XYZ Humane Organization. There will NOT be any solicitation at this
small group meeting but instead, we welcome your suggestions as to the appropriate fundraising and
awareness strategy.
(Name of agency representative) and I look forward to being with you on this occasion.
Sincerely,
Host
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Sample Follow-up Letter from Host to Attendees
Dear_______________:
(Name of agency representative) and I want to thank you for attending the recent XYZ Humane
Organization small group meeting. (I/we) appreciate your interest in this important project.
In the coming weeks, several more of these meetings will be held. A selected number of participants will
be interviewed as part of a study to determine how to proceed with our planning.
If you are contacted by an agency representative we hope you will cooperate and give them your frank and
candid opinions.
Your interest in the XYZ Humane Organization is greatly appreciated by all of us who share a concern for
the current and future needs of their programs.
Sincerely,
Host
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Sample Telephone Script for Host Inviting Guests to Meeting
Hello, ____________ (spouse/partner) and I would like to invite you and _________________
(spouse/partner) to breakfast/lunch/happy hour/dinner at ___________ (location) on ___________
(date/time). We are inviting several key community leaders, and friends on behalf of the XYZ Humane
Organization to attend this event.
The purpose of the meeting is to share with you and seek your thoughts and ideas regarding the programs,
plans and needs of the XYZ Humane Organization. Organization leadership will be making a brief
presentation and listening to your questions, comments and suggestions. There will be no solicitation at
this event.
Will you be able to join us?
---Option---
I am sorry you will miss our event, but there will be several others.
When would you be able to attend?
____________ (host/s) is having an event on _____________ (date). Could you attend their event?
I will let them know you will be attending. You will be contacted to confirm you attendance.
Thank you.
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Sample Potential Guest List from Host
Contact information
Call date
Attending
Yes/No/another
event
Date to send
confirmation
notice
Date followup thank you
sent
Name
Title
Company
Phone
Email
Name
Title
Company
Phone
Email
Name
Title
Company
Phone
Email
Name
Title
Company
Phone
Email
Name
Title
Company
Phone
Email
Name
Title
Company
Phone
Email
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Sample To-Do List for Staff/Volunteers
Guest List and Invitations

Research target areas for meetings and develop guest lists for review with hosts.

Identify hosts and enlist them, prepare them for small group meeting process.

Add names from host you may not have on your list, get addresses for any new names.

Set deadline with host for confirmation of guest attendance. If host doesn’t call you, call them on
the deadline day for confirmations.

Take notes on who is coming, who is not and why.

Make confirmation calls to guests the day before or day of the event as a courtesy reminder.
Meeting Logistics

Meet with staff and volunteers participating to review details and assignments.

Work with the host to select location, room, menu and timeline.

Meet with host to review host script and agenda and answer any questions.

Put together materials for the small group meetings: Giving Menus, rendering of new building (if
doing a capital campaign), name tags, newsletters, agency printed material, guest list with check
off for attendance, host script and any other promotional take-aways that may be appropriate.
Day of the Meeting

Arrive at meeting site to assist in room preparation and decorations.

Consider room layout: balance of tables, lighting, podium/microphone, seating, are wait staff
serving, time of serving, name tag table, organization information or display location, noise levels,
no empty chairs, etc.

Review guest list, script and agenda with host and make any necessary adjustments.
During the Meeting

Relate, listen, qualify, watch your time, and take attendance.

Always know how many people are in the room.
Debriefing after the Meeting


Meet with host after event. Select people to schedule a follow-up meeting with based on:

Financial Potential

Leadership Ability

Agent of Wealth

Opinion Maker in a Representative Group
Review attendance list and ask them how they would want their guests addressed on a thank you
letter.
Send Thank-You Letters

Send general thank you letters to guests.

Send special thank you to host.
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Follow-up and Planning for the Next Small-Group Meeting

Meet with staff/volunteers finalize list of participants to schedule follow-up meetings with.

Review list of guests willing to do a small group meeting and schedule follow-up with them.

Call to schedule follow-up meetings with guests and hosts.

Record information from one-on-one follow-up meetings.

Transfer all data on prospects and donors to donor software records.

Develop file on each small group meeting.
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