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| Re: Site visit advice needed
Posted by Nancy  on 5/5/2006, 2:57 pm, in reply to "Site visit advice needed"|
Here's what a program/grants officer put in writing for me recently. As you will note, from her pespective at least, your instinct that the tour is too long and possibly unwarranted if all the officer will see is buildings, appears warranted.
Make sure that you plan your site visit activities so that there is time for the grants officer to not only get his/her questions answered, but also meet with the people (e.g. finance officer) who can best answer the questions. It is generally a good idea to have the CEO of the applicant at the meeting and, when appropriate, the organization’s board chair. Plan your activities strategically. While the babies at the facility might be compelling and cute, if your project is about the adult care portion of your program, spend your site visit time there. It is critical that the CEO, board chair, financial officer, and any other staff present at the site visit have read and understand the grant proposal. They should read it again within the days prior to the site visit, and, to the extent possible, anticipate questions the grants officer will ask. If they have questions or issues with the proposal, they should have a meeting together prior to the site visit, so they are “speaking with one voice.” If the grantwriter is not staff of the applicant organization, it is not appropriate to attend a site visit meeting. Instead, attend a pre-meeting to help prepare staff of the organization for the visit. Tips for site visits
• Reread your proposal in the days prior to the site visit.
• Have a pre-meeting with all attendees other than the grants officer to address any outstanding questions.
• Provide simple refreshments. Grants officers are not swayed by lavish meals and cannot accept gifts; in fact, such things may make them suspicious.
• If possible, schedule the site visit at a time that your program site is active with program participants.
• Keep the tour of your facilities brief.
• Prepare requested documentation in advance.
• Answer questions candidly.
• Relax. A nervous host makes guests uncomfortable.
• Follow up within days of the meeting with a simple thank you note and/or with additional information if requested.
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