A site visit pack should prepare eyes and ears, not replace the visit. Include a one-page map of the day’s flow, a short list of participants guests may meet, and two outcome figures that connect to the rooms or centres they will enter.
Avoid charts that require a projector. Print large enough for outdoor light and annotate with a single sentence under each figure. Guests rarely remember axis labels they cannot read while walking.
If a number depends on a definition—“active participant” versus “registered”—put the definition in a footnote on the same page. Definitions that live only in a monitoring manual create awkward pauses when a trustee asks a simple question.
Leave space for stories. One short quote or vignette per stop helps guests connect the printed outcome to a person without turning the visit into a performance.
After the visit, update the pack with corrections noted on the day. Those corrections often become the most useful material for the next funding conversation.