How to Prepare for Conferences (Even If You Hate Them)

Confession: I used to dread conferences. The small talk, the crowded rooms, the pressure to perform—it all felt… exhausting.

But if you’re fundraising for a nonprofit, especially in the Global South, in-person moments are golden opportunities. The key is to stop winging it and start preparing with intention.

Here’s my tried-and-tested system for maximizing conferences—without burning out.

⏰ 3 Months Before: Lay the Groundwork

• Reach out to current funders early. Ask for meetings and intros to others.
• Reconnect with potential funders. Send updates and suggest coffee chats.
• Don’t forget your peers. Relationships with other organizations can open unexpected doors.

🎯 Set a Conference Goal

Decide on a specific, measurable target:

“Secure 10 one-on-one funder meetings that could lead to $1M in the next 6 months.”

Clear goals = smart use of your energy.

🔍 Research Funders

• Make a top 10 target list.
• Use attendee tools or past event lists to check who’s coming.
• Share this with board members, advisors, or friends—they might offer warm intros.

🧰 Build a Prep Kit

• Create email templates for outreach.
• Prepare talking points for different types of funders.
• Track your outreach and meetings with a simple spreadsheet or CRM.

🕵🏽 Create a “Profile Guide”

For funders you don’t meet, create a cheat sheet with:

• Their priorities
• Recent projects
• Potential alignment points

Perfect for quick hallway chats—or follow-up emails post-conference.

🔄 After the Conference: Rinse and Refine

Review what worked. Tweak your templates. Update your outreach list. Build the system so it’s even better next time.

👣 Your next step:

Pick one upcoming event. Block an hour in your calendar this week to start your outreach. Trust me—it’ll pay off.