Site Visits

Grotta appreciates visiting your program during the program year.

The purpose of the site visit is threefold:

(1) to give Grotta an opportunity to see the project in action and meet the people involved;
(2) to assure Grotta that the project is meeting the objectives in the letter of agreement;
(3) to provide information and insights regarding the project’s operations

The visits can be initiated by the Grotta Fund manager or the program director. Please be flexible with dates and times for the visit.

Preparation

• Plan for a one hour visit-this takes careful planning and if you need more time, please let us know.
• Reconfirm attendees from your organization (executive director or assistant, direct program leader, board member, grant recipients) and Grotta.
• Provide parking information and any special directions to the site

Visit: (more than just “show and tell”)

• Be ready for our visit-Ideally not a day in which there is a special program but just to see the normal program activities.
• Make introductions
• Begin with an update on the current status of the project by theproject leader. Address any notable achievements, any concerns or delays, and any changes in existing policies or processes.
• The visit also includes a discussion of the project’s success in meeting the objectives listed in the letter of agreement. Clarify items from progress reports, as well as the project’s status in its fundraising, sustainability, public relations efforts may also be discussed.
• If appropriate, allow time for a tour of the facility and a meeting with clients.
• Simple handouts are recommended but not required.
• Allow time for Grotta visitors to ask questions.
  
  

After the visit

• Prepare any materials as requested during the visit.
• If the visit did not go as well as expected, offer to host another site visit or provide additional information.