Basic strategies

I have never met a colleague who loved fund raising. However, since the organizer of a scientific meeting is unlikely to escape it, you should consider the following points:

1. Whom to ask.

2. How much to ask for.

3. What you can offer in return.

It is amazing how many people approach potential sponsors like children writing to Santa Claus. Even worse, they send more or less the same letter to anyone they consider a potential sponsor. This shotgun approach is senseless. Remember that you are dealing with people or committees with differing interests. Make sure that you tell them what they want and need to know. This requires carefully written, custom-tailored letters and applications, and a concise style.

The first job of a good fund raiser is to identify sources worth contacting. It may pay to ask colleagues who have recently run a meeting similar to the one that is envisioned. Usually, these colleagues have no interest in fund raising for the time being; thus, they may be willing to share their experiences. Perhaps, they will not disclose all the details, but they may provide names and addresses of potential sponsors. Another way of finding sources of support is to look up the acknowledgments in the programs, abstract volumes and/or proceedings of recent meetings. Last but not least, the advertisements of firms in scientific journals often give a clue.

Once you have identified potential sources of funds, it is crucial to find out who to talk or write to. Some corporations have such a turnover of their management that a ‘Who is Who’ edition from January may be largely obsolete by July.