by Liliana Grace

When evaluating marketing, it always seems to start with, “How did they hear about you?”   

The reality?  That worked 50 years ago. Today? Our world is so over marketed and “influencered." There are so many ways they could have seen or heard about you.  If you have the right marketing mix, then the answer isn’t as simple as the final ad that pushed them over the edge to make the call, text, or hit submit on the form fill. 

Every call, text, or form fill is a result of a process that started several times before they ever completed   the call, text or form.   

So, what makes them finally contact you?

The need, or curiosity around the product or services, combined with enough trust to believe that reaching out to the organization won’t be a complete waste of time. 

Once they have developed that level of trust, we know for certain it was rarely just one ad that did that. Yes, this means that even as good as your “bottom of funnel” might be, it likely took multiple interactions to get there.  Simply put, it isn’t just one ad that made them initiate a connection to you. 

What helped them move forward was the comprehensive marketing mix combined with the strength of your brand. 

So, for this article, let’s talk about branding in allegory form. 

Have you used a Band-Aid lately or an adhesive brand?  Have you used a Kleenex or a tissue? A Tylenol or an acetaminophen?  When a brand is so strong that it becomes the name for the industry… you have created category dominance.  When your brand is invisible, you need lots of bottom of funnel marketing to keep traffic coming in. But isn’t branding “so expensive?"

It may feel “expensive,” however, what is the value of category dominance?

Advertising without branding is the most expensive marketing you will ever do.

The reality is most organizations will overspend on their marketing over the lifetime of their organization because they are addicted to how bottom of funnel feels. Without branding and community awareness, you will always be competing to be the one at the “top” of the “bottom of funnel” strategies. 

Not only is that race to the top of the bottom exhausting, but it is also an obscenely expensive growth strategy with almost no shelf life. 

Branding is something you can, and should do, every day and every month. It is how you approach clients when they come in the door and in all aspects of your interactions.  Branding is also about being seen at Chamber of Commerce events and other community events where people can get to know you. It is about cool keepable swag. It is also about advertising that is visible every day, not just in bottom of funnel placements alone. 

True long term sustainable growth is created with solid branding strategies that combine top and middle of funnel. Optimized digital campaigns that focus on branding and click options are often the most powerful to help grow all other aspects of your advertising. Optimized digital campaigns are the oil that grease the wheels so to speak. 

Investing a portion of your advertising and outreach into branding is an investment in the long-term sustainability of your organization. To brand or not to brand can be a “make it or break it” reality for your organization. Branding creates a long-term healthy organization with sustainable results. 

Need help diversifying your budget to include branding along with your bottom of funnel? Reach out!  Finding a marketing coach and strategist is your first step. They will help you identify your persona, develop the brand, core messaging, and then design a comprehensive marketing strategy that blends all aspects of your marketing funnel to help establish your brand for the long term.

To your continued success,

Liliana Grace
Founder, L Grace Brands
This email address is being protected from spambots. You need JavaScript enabled to view it.

by Bryan Gonzalez

Sometimes we don't have a fundraising problem – we have an awareness problem.

Many pregnancy help organizations work hard to raise funds through baby bottle campaigns, banquets, walks, and church presentations. These efforts are valuable, but they often reach the same audiences repeatedly. If our goal is to expand support, we must also find ways to connect with people who have never heard of our ministry.

Church partnerships remain important, but they should not be our only avenue for community engagement. In many churches, multiple ministries and nonprofits compete for limited attention. When congregations hear a different presentation every week, even the most compelling message can become background noise.

So where else can we go?

Consider this question: Does your organization provide a meaningful service to the community? If the answer is yes – and for pregnancy help organizations it certainly is – then the broader community should know about it.

Speaking engagements provide an opportunity to share your mission, educate the public, and build relationships beyond your existing supporters.  Civic organizations, business groups, schools, healthcare networks, women's organizations, and community associations are often looking for knowledgeable speakers who can address issues affecting families and communities. Not every executive director has the time to pursue these opportunities. Smaller organizations may benefit from identifying a board member, volunteer, or staff member with strong public speaking skills who can serve as an ambassador for the ministry. Larger organizations may designate a development professional, community engagement specialist, or executive leader to fill this role.

These presentations should not be viewed primarily as fundraising events. Instead, they are a form of indirect development – planting seeds that can bear fruit over time.

When people learn about your mission, several things can happen. They may refer clients, volunteer, share your message with others, or make a first-time gift. More importantly, they enter your organization's sphere of influence. As relationships deepen, some of these individuals may become recurring donors, major donors, advocates, or strategic partners.

Fundraising is ultimately built on trust, and trust begins with awareness. By proactively seeking speaking opportunities throughout the community, organizations can expand their reach, strengthen their reputation, and create a broader base of support for years to come.

Speaking engagements may not produce an immediate return, but they can become one of the most effective long-term investments in your development strategy.

Practical Tip: Make a list of 5-10 partners in your community who might welcome a presentation of 30-minutes or less. Then, commit to reaching out to them within the next 30-60 days. Invite board members and staff to join you in the brainstorming exercise.

**Do you have topics you’d like me to write on or have comments/feedback on my articles?  Send me an email:  This email address is being protected from spambots. You need JavaScript enabled to view it.**

July 2026

Dear ___________,

Thank you for your recent financial gift to [PHO].

As we celebrate our nation’s independence this month, we’re reminded that freedom is more than a cherished American ideal – it is a gift that can transform lives.  

Jesus said, “And you will know the truth, and the truth will set you free” (John 8:32).

Because of your generosity, individuals who come through our doors receive compassionate, life-affirming care, practical support, and the hope they need to move forward with confidence.  Your partnership helps make it possible for women, men, and families to encounter truth, choose life, and experience the freedom that comes from being cared for and valued.

[Insert client/patient/resident story here.]

Stories like this are possible because faithful supporters like you choose to invest in this ministry.  Your gift is making a tangible difference in the lives of those we serve every day.

On behalf of everyone at [PHO], and especially the [clients/patients/residents] whose lives are being impacted, thank you for standing with us.  We are grateful for your partnership and the lasting hope it brings to our community.

With gratitude,

by Haley Limo

We are now halfway through the year! As the summer heats up, many pregnancy centers are shifting their focus toward planning for the busy gala season. As you prepare for your upcoming events, keep this short list of key strategies to help you get the most from your fundraising efforts when it comes to your most generous supporters!

Before the Event:

1. Personally Invite Your Top Supporters

Both general mail and emails can easily get lost in the mailbox or your inbox! Don’t just send a general email or invitation and expect to receive responses from your top supporters. Follow up with a personal email, text, or phone call, however you know they like to best communicate. Don’t be afraid to follow up more than once, twice, or even three times. They will give you an answer eventually - either yes or no!

2. Assigned Seating and Table Heads

With your top supporters, you never want to leave anything to chance. ALWAYS have assigned seating at your events. Not just “tables” but individual place cards at every seat. This will ensure that each major donor will be placed strategically by a staff member, board member, or client. This takes time, but it pays off!!! Getting to be in-person with your major donors is a huge win - don’t let it go to waste - or chance!

3. Research and Strategize

Prepare a document of research for each top supporter and share it with the staff, board, or volunteers who will be sitting next to your top donors. Make sure key information is shared, such as how they got involved, their favorite program in your center, or if there is a recent gift. Make sure that all key event staff are briefed thoroughly on who they will be sitting with and work to strategize a goal for each top donor. Does Mr. Jones have an outstanding pledge that needs to be fulfilled? Has Mrs. Smith been by to see the center yet? Are you about to ask Tom for a gift? Use the manpower in your staff to help you with your development goals for the year! You have all your major donors in one place for one night - use the time wisely.

During the Event:

1. Thank!

Outside of whether or not you are making an ask at the event, make sure that all your major donors are thanked in person for attending and for their support of the center. Make sure every donor (not just the major ones) has a conversation with a staff, board, or volunteer.

2. Listen

During the event, besides paying attention to the program, you should be paying attention to the donors! Make sure your staff knows that it's more important for you to listen to what they have to say than for them to talk! They are getting information on how the center is doing from the event program - make sure when the audience isn’t engaged with the program, someone is engaged with and listening to every donor. Find out how they got involved in the center, why they are pro-life, their daughter’s name, anything and everything!

After the Event

1. Write It Down

Immediately after the event, make sure that the staff that was assigned to sit with and engage with the supporters write down and share with you everything they learned about the supporter. This will be crucial information for you to use in filling out their “profile” and helping you build that relationship with them and craft their next ask. Make sure it is done soon - people forget very quickly! I always wrote down my notes immediately after my interactions!!

2. Thank! Again!

Make sure the donors are thanked for their attendance at the event after the fact. Don’t just do a generic email. For your major donors, give them a call, send them a text, or shoot them a personal email. The best is a handwritten note if you can!

3. Follow-up

This is probably one of the most important things you could do after an event. If you promised a donor you would do something, send them something, etc. do it!! Any action items you received from a supporter at an event should be followed up on as quickly as possible. Don’t delay getting Suzie those updated numbers she asked for, or Robert that book he asked to borrow. Not following up on something you promised is a fast way to tank a relationship!

If you follow all of these key strategies, you will be using the in-person event time with each donor as wisely as you can!

I wish you all luck, loads of support, and endless amounts of caffeine during the fall event season! You got this!

Practical Tip: Personally contact one person a day until your event about their attendance.

by Kelly McCallister, BSN, RN, LAS 

“Dysfunction begets dysfunction.” This is what my father shared with me as I sat across from him during a very difficult time in my life. In some ways, I think it was him taking ownership of his own failures as a parent. Being a parent, we quickly learn that no parent is perfect.

My father’s sentiment has stayed with me and fueled a desire to stop the dysfunction with my own family. I did not want to see dysfunction in the lives of my children or grandchildren. We all make our own decisions, but how we make them is often influenced by those around us.

Our fathers shape our life.

Whether they intend it or not, how we see everything and experience relationships is filtered through our fathers. It is no surprise that they are actually a strong voice in whether or not we have life. Many women choose life based on what the father of their baby encourages. Dads have a loud voice, even in the quietest of moments.

According to HealthChildren.org, mothers are 50% more likely to get the care they need during pregnancy when the baby’s father is involved. The health and well-being of both mom and baby can be improved by a father that remains present and engaged. Research supports that fathers affect a child’s development, vocabulary, social confidence, and even cardiometabolic health. Interestingly enough, it is also mentioned that having a relationship with a child can make a positive difference in the life of a Dad. This mutually beneficial relationship is a gift from God.

We serve in a unique setting that can foster the involvement of Dads. Affording him the opportunity to see his child for the very first time is an honor and a privilege. Witnessing and intentionally encouraging the beginning of a bond that will last a lifetime is sacred.

The courage of fathers to stand up and stop generational dysfunction is extraordinary. This should be applauded and celebrated. Fathers can influence life or death for future generations. The spoken word is powerful. In fact, scripture teaches that death and life are in the power of the tongue.

"Death and life are in the power of the tongue, and those who love it will eat its fruit." Proverbs 18:21

Our fathers shape our view of God.

Our Heavenly Father is a good, good Father. When our earthly fathers show us a chasm that is so far from Who God really is, it is hard for us to come to terms with the simple fact that the Father of all creation actually cares and wants to spend time with us. The notion that He wants to fix what is broken is often an astonishing contrast to the earthly father that may have broken it - and frankly, hard to believe at times. Yet, we are called to honor our fathers.

Children, obey your parents in the Lord, for this is right. Honor your father and mother" (this is the first commandment with a promise), that it may go well with you and that you may live long in the land.” Ephesians 6:1-3

Our Heavenly Father reshapes us.

Our Heavenly Father allowed Jesus to suffer so much torment. And, Jesus? He took it all, willingly. Why? Because a relationship with YOU was at the forefront for our Heavenly Father and our Savior. You made the sacrifice worth it.

But God demonstrates his own love for us in this: While we were still sinners, Christ died for us. Romans 5:8

In turn, we honor our fathers not because they are always deserving, but because we serve a God that is. One with a huge heart and outspread arms. We do it for Him. As we are obedient and faithful to God, He is using that for His, sometimes unseen, purpose.

We honor those fathers who have stepped up and made the brave decision to be there. To be present. To say that this child is worth it. To come alongside the mother of his child and protect her. To shepherd his family. We honor the fathers who have desperately reached out to the Abortion Pill Reversal Hotline, seeking a second chance for their children. To those who have supported her decision to change her mind and continue her pregnancy. To those who have found fatherhood to be the greatest blessing of their lives.

Most fathers are still a work in progress and in need of much mercy and grace.

Therefore, we also honor, oftentimes with some boundaries in place, those fathers who have let us down, walked away, or given us every reason to doubt. Not because they deserve the honor, but because God is good and because of His goodness we are here and He deserves our honor.

Helping shape the fathers we serve.

As we serve men in our Pregnancy Help Medical Clinics, let us speak life over him. Let us affirm his presence. Empower him to step into the fatherly role that he has been gifted, breaking down any generational strongholds that may have previously existed. Provide resources geared towards him being a positive leader in the life of his child.

Dysfunction does not always have to beget dysfunction. There can be an exception and a change in the trajectory for generations to come. What legacy do we want to leave our children?

See what great love the Father has lavished on us, that we should be called children of God! 1 John 3:1a

 The following excerpt is taken from Governing Essentials. To learn more about this valuable resource, click here.

The Board is responsible for setting an atmosphere in which the Board itself and the Executive Director have what they need to do their jobs in the best possible way. This means (1) a good working environment, including space and equipment; (2) a good salary and benefits for the Executive Director (and staff), and (3) budget support and encouragement for continuing education and training for the Executive Director (and staff).

Stepping out in faith may be the way that a new or small organization moves from small salary and benefits to providing a better compensation package for the Executive Director. A committed donor might be convinced to fund a “capacity-building” plan that allows the organization to upgrade office space and equipment and raise the salary of the Executive Director. As with all growth, what is needed is turning it over to the Lord, taking one small step forward, and following with one more step at a time as the Lord blesses.

by Andrea Trudden, Vice President of Communications & Marketing

It's hard to believe we're already halfway through the year.

For many Pregnancy Help Organizations, January feels like it was yesterday. Yet before we know it, fall events, year-end appeals, annual reports, and budgeting conversations will be upon us. The organizations that navigate those conversations with confidence are rarely the ones scrambling in November to gather numbers, locate photos, or remember client stories. These are the organizations that have intentionally collected and reviewed key information throughout the year.

In the past, we shared an article on crafting a comprehensive and impactful annual report. While annual reports may feel far away, the middle of the year is actually the perfect time to evaluate whether you're gathering the information you'll need to tell your story well when December arrives.

Consider this your mid-year leadership check-in.

Are You Tracking the Right Numbers?

Take a few moments to review your goals and reporting systems.

Do you know:

• How many clients have you served so far this year?
• How do your service numbers compare to the same time last year?
• What mid-year insights are you seeing in the analytics?
• Which programs are growing?
• Which services may need additional attention or promotion?
• Are your fundraising goals on pace?

Many organizations discover late in the year that they wish they had been tracking a particular metric more consistently. A mid-year review gives you the opportunity to make adjustments now while there is still time to gather meaningful data.

Supporters, just as much as board members, are increasingly interested in measurable outcomes. They want to connect the number of people served with how lives were impacted through those services.

Are You Capturing Stories Along the Way?

One of the most common challenges organizations face when preparing year-end communications is finding compelling client stories.

The reality is that powerful stories rarely appear on demand.

Now is the time to ask your team:

• Have we documented top-level client success stories?
• Do we have proper permissions where needed?
• Have we collected related photos, quotes, or testimonials?
• Are there families, volunteers, or donors whose stories illustrate our mission?

The stories that resonate most deeply at year-end are often the ones that have been carefully gathered throughout the year. Every pregnancy test, parenting class, ultrasound appointment, and material assistance visit represents a person whose life may help demonstrate your organization's impact.

Pro Tip: Make storytelling a regular part of your internal team/staff meetings. Encourage sharing recent client interactions and moments of impact. This helps create a culture that values storytelling and helps staff identify stories worth documenting before they're forgotten. Over time, you'll build a library of authentic stories that can be used in donor communications, annual reports, fundraising appeals, and community outreach. The organizations that consistently capture stories throughout the year are often the most effective at demonstrating impact and inspiring support. Always have a release form if you use the client’s name or use an alias.

How Are Your Fundraising Goals Progressing?

Mid-year is also an ideal time to evaluate fundraising performance.

Review your annual budget and compare current giving against projections. Ask questions such as:

• Are we on pace to meet our fundraising goals?
• Have donor retention rates remained strong?
• Are there major donors who need personal follow-up?
• Do we have a plan for our fall and year-end appeals?
• Are there opportunities to strengthen donor stewardship now?

Year-end giving often determines whether organizations meet their annual goals, but successful year-end campaigns are rarely created in December. They are built through consistent communication and relationship-building throughout the year.

Does The Board Have the Information They Need to Communicate Your Mission Well?

Board members play a critical role in advancing your mission, but they can only champion your work if they understand it and can communicate it to others.

Take time to evaluate the information being shared with your board. Along with financials and canned reports, are you regularly providing:

• Missional program updates?
• Meaningful impact data?
• Shareable client stories?
• Strategic progress updates?

A well-informed board is better equipped to advocate, fundraise, and provide governance for the organization.

Looking Ahead Starts Today

The strongest annual reports, fundraising appeals, and donor conversations don't begin at year-end. They begin with intentional preparation throughout the year.

As you move into the second half of the year, consider scheduling a leadership review with your staff and include the findings for discussion at a board meeting. Revisit your goals. Evaluate your data collection processes. Gather stories. Review fundraising progress. Celebrate wins. Identify challenges.

Most importantly, make sure you're documenting the evidence of the life-changing work happening every day through your organization. When year-end arrives, you'll be grateful you took the time to prepare now rather than trying to piece together your story after the fact.

Your mission deserves to be told well. The best time to start preparing for that story is today.

For a full list of year-end resources, click here.

by Lauri Campbell

At Heartbeat International we believe strongly that one of the six major responsibilities for the Board of Directors is to Nurture the people of the organization.  

Boards Nurture their teams in two ways. First, by creating a culture of servant leadership. It’s especially important that they model servant leadership within the leadership team: with fellow Board members and the Executive Director. 

Second, by providing professional growth opportunities and support for themselves, the Executive Director and staff.

In John we see Jesus teaching the disciples how they can demonstrate their love for Him.

“‘Do you love Me?’ And he (Peter) said to Him, ‘Lord, You know all things; You know that I love you,’ Jesus said to him, ‘Feed My sheep’” (John 21:17b).

In Heartbeat’s Governing Essentials manual, Peggy Hartshorn writes, “The Board’s authority over the organization, its role of stewardship, comes from the Lord. The Board “feeds” the organization, like Jesus instructed His disciples to feed those He put under their care. Jesus made them shepherds over His sheep.”

The Board is responsible to see that the organization has what it needs to develop in a healthy way. This is the calling of God on Christian Boards—steward and shepherd the team as unto the Lord.

As a board member for many years I understood the first part of my Nurture responsibility almost instinctively. I knew how important it was to create a culture of servant leadership and to interact with my fellow board members and the Executive Director from a place of humility and service. That’s what Jesus modeled and I had seen this lived out in my home and in church life.

Unfortunately, my understanding of our responsibility to Nurture the team did not extend to include professional development.

I saw it as a luxury we could not afford.  

Boy was I wrong! Turns out it's really quite the opposite. Development is an investment we cannot afford to overlook!

When I later became the Executive Director myself it took me a couple of years but I finally learned the value of investing in continuing education and training for the Board, myself and the staff.

When our Board received Heartbeat’s Governing Essentials training and later engaged a Heartbeat Strategic Planning expert our growth and strength as an organization and team grew. We could see the fruit of those professional development investments. Giving increased, the budget got larger, client visits increased, our number of staff positions grew and our mission of reaching the abortion minded gained some much needed focusing.

The investment of training and development pays off immeasurably. When people are encouraged in their work, strengths and gifts to do their best, they naturally work harder to do a good job and we saw this play out in our ministry.

Investing in professional development tells people that you care and you want to see them excel at their jobs. Conversely, neglecting their training and development often leaves people feeling unappreciated, aimless and discouraged.

Servant leadership means putting people first and one of the ways a healthy board can do that is to provide opportunities for people to develop and optimize their God-given gifts. 

In the Parable of the Talents (Matthew 25:14-30) Jesus warns against laziness. The servants who invested and grew their talents were rewarded, while the one who buried his talent was rebuked. 

Boards should position people for success by asking them to do and build on what they do best. As we invest in the gifts of our teams, we can expect to watch their confidence grow. Capitalizing on the strengths each team member has been blessed with will increase effectiveness and confidence individually and organizationally.

As servant leaders we must not expect healthy organizations without providing leadership development.

You can run an organization without investing in your team's development, but eventually some or all will experience burnout and the mission will suffer.You may have saved money and time but the cost you end up paying is much greater than any budget line item can reflect.

It all comes back to stewardship.

As a Board of Directors you’ve been given a team of people to steward by God. 

At your next Board Meeting I challenge you to ask your Executive Director and fellow board members these questions:

• How are we doing with professional development and support for our own leadership team (Board, Executive Director) and for the rest of our staff?
  
• Does everyone have the training and support to grow and develop more knowledge and skills and become even better laborers in the vineyard of the Lord?
  
• If more attention is due to this aspect of Nurturing, how will you move forward to rectify what’s missing?
  
• What specific steps will you take to Nuture your team through professional development?

Heartbeat has training and professional development for everyone from Board members to client advocates, Executive Directors, nurses and everyone in between. It’s affordable, Christ-centered and designed specifically for pregnancy help organizations (PHO). It’s taught, written or facilitated by people who have been in PHOs for years, often decades. So please take advantage of the resources and training we offer.  It’s our honor to help you steward your team’s development.

Click here for practical ways you can nurture your team today. 

by Liliana Grace

Communication is about what you say, how you say it, and how it is received.

Have you ever been misunderstood?  In every conversation, there are often multiple conversations happening.  One is the one you think you are having; the other is the one that is being received. 

One of the most common questions I get asked is, “How can my marketing speak to both clients and donors simultaneously?”

My response is that there will be times to have unique messages, but the most impactful brands have a core message that spans both audiences. 

When you promote the impact you are having in your community, the services you provide, and the outcomes, that will attract both clients and donors.   

Do hear me: there will be times in which you might take a deeper angle of a unique perspective specific to the donor or the client. However,  when it comes to branding and paid marketing, look to have consistent messages sharing what you offer, who you serve, and how you serve.

Have a clean message that is clear, concise, and consistent. 

Consider for a minute if your next unreached donor opportunity were the age of your clients?  In both client and donor messaging, the core of what you offer, and the heart in how you offer it, should be consistently presented. 

In donor marketing, we often gravitate towards a traditional legacy style donor looking for that next big gift.  Consequently, the natural thought is to use a very traditional approach.  I agree that much of this will work, but for this article, let’s think about going beyond that and think about how marketing can engage both potential clients as well as a younger donor.

If we get it down to basics, all donors are looking for someone they can trust with their money, as well as feel good about helping with a cause they believe in.

Younger donors often approach their giving as more “in the moment”.  

When something moves them, they act.  They ask, “Is this organization providing a solution to a problem that I think is problem?” or “Do I know/trust this organization and the person asking for the money?” 

The trust they are looking for can be transferred based on showing the successful outcomes, through a recommendation of another trusted source, or even a quality social media page that is consistently updated with relevant empowering messaging of the mission and brand.

Younger potential donor groups have grown up with digital currency and concepts like, crowdfunding, peer-to-peer funding, and micro gifts.  This donor group seeks community, something in which to believe, a cause that matters and, once discovered, will support it and tell others to do the same.  An ask can go “viral” and then the real magic can happen.

How can you catch this “lightning in a bottle?" You need a lightning rod.  Create and maintain a clear, concise, and consistent message through all aspects of your marketing and outreach.  Be sure your social media is on brand and empowering. Be seen and be relevant.

As you approach your client marketing, keep in mind, they just might be your next donor.  Build your brand. Design your messaging to showcase the impactful services you provide and the hope you offer while simultaneously showcasing the opportunity that everyone can be a part of the solution.

Always remember, today’s client can be tomorrow’s donor.                   

To your continued success in empowering women,

Liliana Grace
Founder, L Grace Brands
This email address is being protected from spambots. You need JavaScript enabled to view it.

by Bryan Gonzalez 

In my 15+ years of fundraising experience, sitting down with a donor for coffee, tea, hot chocolate, breakfast, or lunch is almost always the most effective fundraising strategy.  But why?  Well, with whom do you usually “break bread”?  With friends and family.  And, if you’ve been following this column for any length of time, then you’ll know how important “donor centric fundraising” is because it’s here that we focus on relationships.

Quick caveat:  tours of your PHO are also really effective, but this article will focus on offsite donor meetings. 

Once you’ve made the appointment with a donor (and if you need help getting donors to respond, this article can help with that), what might be some tips on how to eat with your donors?

First, make sure that the objective is clear with the donor ahead of time.  Is this an appreciation meeting?  Is it a getting-to-know-you meeting?  Is it a solicitation?  In your pre-meeting communication, be sure to make this clear, so it’s not a surprise to the donor.  What if you say it’s an “appreciation” meeting, and the donor – at the end of the meeting – says: “Well, what you’ve said is really impressive… would you like to ask for a donation?”  Exercise respect with your donors and say, “Well, that’s not what we came here for; I’d rather not change the point of the meeting.”  Feel free to follow up in an email or phone call, though, and make an ask, but – in general – it’s not good to change the point of the meeting mid-meeting.

Next, put your devices away!  A sure-fire way of demonstrating that your donor doesn’t really matter is to leave your phone on the table.  There may be a need to show your donor a photo of your family, or grab a video from your website, or open your iPad for some graphs/charts; however, put them in a bag, purse, or on the chair beside you.  Smart watches are also really distracting, so if there’s a way to silence them for the meeting, then do it. 

Caveat:  if your donor’s phone goes off, or if their smart watch rings, tell them: “Oh, feel free to answer that!”, as it shows respect for their time.  It’s possible that they need to tend to something, and we can patiently wait.

Thirdly, let’s talk about the food itself.  In general, avoid messy or distracting foods.  Spaghetti, giant burgers, saucy wings, overloaded tacos, or anything that requires constant wiping, slurping, or fighting with utensils can become a distraction.  You want the donor focused on the conversation – not wondering whether sauce is about to land on your shirt.

Likewise, avoid strong-smelling foods when possible.  Fish, excessive garlic, onions, or heavily spiced dishes may linger throughout the meeting.  The same goes for ordering alcohol, unless you already know the donor well and understand their comfort level.  When in doubt, keep it simple and conservative.

Also, don’t order the most expensive item on the menu.  Even if the donor insists on paying, humility matters.  A simple sandwich, salad, soup, or breakfast plate keeps the focus where it belongs – on the relationship.  If you are paying with ministry funds, modesty demonstrates good stewardship.

Try not to overeat.  This sounds obvious, but many fundraising lunches unintentionally turn into personal mealtime.  Take smaller bites and pace yourself.  On the one hand, a donor meeting is not the moment to clean your plate in record time or spend long stretches chewing while the conversation stalls.  On the other hand, if you’re going to make an ask or invite a donor to make a gift, then you’ll want to finish your meal in enough time to discuss the particulars about the project and spread out information on the table (be sure to clean it beforehand!), and discuss things.  To summarize: pace yourself and watch how quickly the donor is eating, so that you finish up about the same time, and can accomplish the objective of the meeting (see point #1).

One surprisingly important detail: be kind to restaurant staff.  Donors notice how you treat waiters, hostesses, and cashiers.  Courtesy, patience, and gratitude reveal character.  In many ways, your interaction with staff may communicate more about your ministry than your fundraising presentation.

Finally, be mindful of meeting one-on-one with donors of the opposite sex.  Perhaps this seems either obvious or to the other extreme, prudish, but I think (in general) the Pence Rule is a good one.  Meeting in public one-on-one with a donor of the opposite sex is critical then, but it could still give rise to the appearance of scandal.  Maybe even ask the donor if they feel comfortable meeting one-on-one, or if they’d feel more comfortable with a colleague or a board member.  Agree to meet at the coffee shop or restaurant, instead of riding together.  Inform your colleagues at the office that you’re meeting with someone and also share it with your spouse so they know.  The less secretive it is, the better it is for all parties.

It goes without saying that you need to be courteous, ask good questions, know enough about your ministry, don’t chew with your mouth open, don’t gulp when you drink, etc.  But this article is more about some things we may take for granted in 2026 when meeting potential donors for food and drink, even though it’s not really about the food and drink:  it’s about building trust, strengthening relationships, and inviting people deeper into the mission that God has entrusted you with your PHO.  A thoughtful, respectful meal can open the door to years of partnership and impact for life.

Practical Tip:

How often do you go to coffees or lunches with your donors?  If this isn’t a regular part of your fundraising strategy, start by making a list of 5-10 donors you’d like to take for appreciation lunches (those are good places to start) and try that first.

**Do you have topics you’d like me to write about or have comments/feedback on my articles?  Send me an email:  This email address is being protected from spambots. You need JavaScript enabled to view it.**