Site Visit Tips
After you have submitted your grant application, The Patron Saints Foundation may contact you to arrange a site visit. Please use these tips to help you prepare for our visit!
- Please provide accurate address information along with cross streets, landmarks: e.g. south of the 210 freeway between Marengo and Los Robles on the south side of XYZ street. GPS systems are not always accurate in every area.
- Arrange for parking for at least 2-4 cars: Patron Saints Foundation Board members who may attend site visits will be coming from various locations so adequate parking is essential.
- Notify all personnel (receptionists, valet, other staff) about the site visit (date, time, duration, location of site visit meeting location – conference room, Executive Director’s office) so agency staff may direct people to the proper location.
- Wait outside 5-10 minutes before the site visit to direct myself and Board members to sign in and proceed to the proper area or to handle any parking problems.
- Wait until everyone who is expected to attend the site visit to gather outside or have a 2nd staff person guide Board members to the proper area for the site visit.
- Wait until everyone is present in the proper area before beginning your presentation so you do not have to repeat information.
- Welcome everyone to come inside the agency, sit down and an offer of a glass of water and/or a cup of coffee is always appreciated.
- Provide a general overview of the agency’s mission: it may be the first time Board members are visiting and they may not be familiar with the organization.
- Speak about your main programs, the goals/intentions of the various programs, the needs for the programs, the type of people being served (youth, seniors, infants etc.) and have the numbers served by each program. Discuss the success/outcomes of the various programs and also share the challenges faced by the organization in delivering the programs.
- Discuss the need for the current pending grant application project: Who, What, Why, When, Where, the purpose of the proposed project, the expected outcomes and the numbers to be served if the project is awarded a grant.
- Do not use jargon! Do not use abbreviations for programs, other funders, government funding sources etc. Although these terms may be standard in your field, we all come from a variety of backgrounds and may not be familiar with the terminology.