Building a Fundraising Program From Scratch - A Conversation with Michael Thiele and Gia Baiocchi of Apis Arborea
What happens when a five-year-old nonprofit decides to invest in fundraising – not just to raise more money, but to embody deeply-held values around community care?
In this conversation, I sat down with Executive Director Michael Thiele and COO Gia Baiocchi of Apis Arborea to reflect on our 18 months of working together. We talk about building a fundraising program from a "blank slate," overcoming common misconceptions about fundraising, cultivating major donors and foundation relationships, and what it felt like to shift from transactional fundraising to something much more relational and joyful.
Along the way, Apis Arborea grew fundraising by 72%, welcomed five new foundation funders, launched a monthly giving program, achieved 100% board giving, and developed the confidence and systems to sustain their fundraising for years to come. But perhaps more importantly, Michael and Gia share how their relationship with fundraising itself was transformed.
Whether you're an Executive Director, Development Director, Board member, or nonprofit leader wondering how to build fundraising capacity in a thoughtful, values-aligned way, I hope you'll find encouragement and practical wisdom in their story.
Please note the transcript below has been edited for both length and clarity.
Welcome! Getting to Know Apis Arborea
Vanessa:
All right, so welcome, Michael and Gia. I'd love to kick off today with an introduction of who you each are in the world and what your organization is about.
Michael:
I'll start. My name is Michael, and I'm the founder and ED from Apis Aboria, and we are a big innovator in the world of conservation and of wild honeybees.
Gia:
My name's Gia, and I'm the COO at Apis Arboria. I would say my work is really to support that vision in a foundational way – operationally building the systems that allow for our work to really flourish and thrive in the world.
Vanessa:
Yeah, and you guys are a small organization, right?
Gia:
Yes, tiny but mighty! Three to four staff, including an intern, is our happy place right now.
Why We Went Looking for Fundraising Support
Vanessa:
And tell me about what prompted you to seek fundraising support 18 months ago.
Michael:
So what happened was we are a young organization. We are now five plus years old, and initially we didn't have any fundraising experience. We had been fortunate because we had an initial strong and consistent funder that allowed us to do so much work and to grow without even having to touch the fundraising world. But we realized that for us to be for [the organization] to be viable and scale up, we needed to step into the world of fundraising. And it was a big blank slate at the time.
Gia:
I would just add that we really had no resources, tools, anything really. We needed to grow ourselves and develop our “fundraising muscle,” so that we could actually create the systems and learn how to function in this field in a meaningful way.
Vanessa:
And what I loved about you when you were looking for support is you said, “We want to learn. We want to learn how to do this right.”
Gia:
Definitely, I think we were very eager students because we were completely beginners. We had preconceived notions about what that world of fundraising was about. And it was very clear from the beginning of working with you that those [preconceived notions] were not true for the learning that we were stepping into.
Unpacking Preconceived Notions About Fundraising
Vanessa:
Tell me more. What did you feel fundraising was before you worked with me?
Michael:
It was something more abstract. It was very hard to relate the tasks. And for me, there was an angst. There was a worry and like “how can I get there?” Because “asking people for money” was the definition from which I started, and it felt very uncomfortable. There was no overarching vision or deeper understanding of what fundraising was.
But over the course of the 18 months that we worked with you, we really flipped this to something of beauty and something that comes more naturally. Even though I wouldn't say it’s enjoyable, we now have a sense of “Yes, let's invite other people in. Let's create partnerships.”
Gia:
And I would say for me, my preconceived misconception about fundraising was that it was all about solicitation, almost feeling like a salesperson trying to pitch. It felt very transactional.
Finding a Consultant Who Matched Our Ethos
Vanessa:
Share with me about what was important to you as you considered finding fundraising support.
Gia:
I think because we're such a mission driven, small, innovative, and heart-centered organization, it was really important to find somebody who we felt aligned with the same kind of ethos and values. Someone who really understood what it is to be small and to have limited capacity.
Michael:
We were also hoping to find someone who could be very honest with us. Someone who would point to the next steps and challenges and difficulty, and also did you mention accountability? Accountability is such an amazing driver and support structure.
Building A Fundraising Program Together
Vanessa:
Can you describe what the process of working together was like?
Gia:
The most foundational thing was a fund development plan. Before, we were in the dark feeling like, “what are we doing? what is this?” Once we had our plan – goals and strategies and trackable tasks – then our work all stemmed from that. We had weekly meetings where we checked in. You would summarize the next steps and say, “this is what you're accountable for before we meet next.” In between meetings too, we were able to share pieces we were working on and you would provide feedback on those.
There were some important firsts for us as far as campaigns as well. We did a monthly sustainer campaign through our newsletter. We had our first in-person donor gathering, and we also started the Insider Newsletter, which has been a really great tool for Michael.
Adopting New Strategies and Raising Our Sights
Michael:
Yes, the Insider Newsletter has been an amazing tool to stay in contact with our community and do it in a very personal way. This is not a mailchimp mailing. This is actually coming from my own inbox and it’s internal stuff. My thoughts, a great little story, something coming up soon, and also asking for help. For example, “Right now we are looking to connect with a certain funder. Do you possibly have a contact there?” So that's one thing.
And there’s the annual impact report. We had never published one before. We had created it ‘in house’ with some sort of software and you said, “Hmm, that's not cutting it,” when we had thought it was really good. It was one of those moments where you were very honest with us. You said, “This is not it. You want to step up. You want to elevate.”
What became clear in those moments was that our understanding and vision was just limited, and we were still growing that understanding what it takes, what all the elements are. And then you were so kind as to recommend a graphic designer, so we went that route, and once we held that [final product] in our hand, we were like, "Thank God! Yes.”
Vanessa:
Yeah, it's such a valuable tool. And you guys were so gracious with hearing the feedback. A tip of the hat to you for that! Next,can you tell us what kind of outcomes you have seen?
How the Work Has Been Coming to Fruition
Gia:
So we started working together at the beginning of 2025. And that year we raised $290,533 which was an increase of almost $85,000 from the previous year. And our 2026 fundraising goal – which we’re currently on track for – is $355,000. This means we’re seeing a two-year change of almost $150,000 in funds raised, which is about a 72% increase. So that's very significant.
We're also seeing the diversification of our funding portfolio. We have received grants from five new foundations that were previously unaware of our work. Giving from major donors has increased. We now have 10 monthly sustainers and we're in the middle of running a second campaign to reach 20 sustainers. And board engagement has increased significantly, as we’ve been creating a culture around fund development that they want to become part of.
Michael:
Just to add – in our time of working with you, we continued to increase our understanding of what it means to have a board. Creating committees and charters for the board. And per your recommendation, meeting with every board member once a year and asking, “what is your intention of serving on the board, and how do you see yourself supporting the mission of this organization?” As a result, there's now a higher level of integrity and connectivity between all the different parts of our organization, which is quite beautiful.
Gia:
This means we have 100% board giving right now. And board members have been able to identify ways [other than giving funds] in which they want to contribute and be a part of the work.
Embodying Joy, Care, and Connection in Fundraising
Michael:
In some ways we are like an Apis Arborea family. So those meetings I find so beautiful. Having even just half an hour to find out, “How are you doing? What else is happening in your life?” It becomes real and it serves as mutual care. Because this is one of the most important things – why we are here on Earth – to care and to see what it means for us to care even more.
Vanessa:
How have you woven this sensibility of “care” into your fundraising? And how do you understand fund development now versus before?
Gia:
I would say first and foremost – there was this transformation from transactional to relational. Seeing [fund development] not as something that you get from somebody. It's a relationship. There's joy in this expression of caring and of joining together in supporting this mission. It's building community. It's building relationships, and it's also giving people an opportunity to be of service, and to give. Because there's joy in giving, there's joy in sharing and being a part of the work.
Showing Up as Ourselves, Showing Up with Courage
Vanessa:
Amen! Do you have any anecdotes or stories that illustrate your journey or what you've learned along the way?
Michael:
There’s one story that connects right to what Gia said. The idea is to be radically honest and present oneself plainly: “If you are interested in what we do, this is me.” And what a relief that I don't have to be perfect. What a relief that I actually don't have to sell anything. But I can talk about our mission, what we do, why we think it's so important, and what we could achieve together.
I remember I had this conversation with some really wonderful people who reached out, and we just met several times and just talked. They asked me questions about our organization, and there were several times where I needed to admit I didn’t know a particular fact or number. And then all of a sudden, we got a check of $50,000.
The incredible piece was that it didn't feel like fundraising. It felt like speaking to people who were really curious and who were looking for a place that they could join and support. The story is just to have the courage to be myself…. and that's easier said than done.
Vanessa
Yes, I remember there were some steps along the way where the two of you were like, “Oh, are you sure we have to do this?” and I was like, “Come on, the water's nice. Let's get in the pool…”
Gia:
The courage to be vulnerable… it gives everybody permission to be themselves and to really just be fully present. And I think it just opens up this feeling of belonging that just naturally comes when you give people permission to just be their messy human self. Nobody's got it all figured out, no matter how much you pretend you do.
So I think there's real beauty in that – and like you were saying in the story – it didn't even feel like that's what was happening at the time, but these really beautiful, precious seeds were being planted and watered and tended to.
And then almost seemingly out of nowhere came this beautiful gift that we were both so moved by. Because it didn't even feel like we were trying to get something from somebody. That wasn't the intention. The intention was just to connect, to be in relationship and in conversation, and share curiosities and wonderings.
Vanessa:
Oh, it's just such a beautiful illustration of what happens when we release the pressure… or any sense of forcing or pretending or selling.
Our Advice For Others: It’s a Significant Investment AND it’s Worth It
Vanesa:
So what advice might you give to an organization who finds themselves in a position like you were 18 months ago?
Gia:
Well, we've been here to tell you what you need to do. You need to hire this woman right here.
Vanessa:
That’s sweet, you guys. Thank you.
Gia:
It was an absolutely transformational experience. I feel like I grew so much as a person – personally, professionally – and as an organization. Just up-leveled on all the levels, and it's put us in a position where we feel so much more confident. Like, “We can do this. We have skills, we have tools, and we have some resources.” I can't recommend working with Vanessa more highly.
Michael:
Yes! Ditto! What I would add is that I still remember thinking, “Oh wow, this is an investment.” You know, it took some real money to invest into this deep learning and setting up fundraising systems. But I see it as an essential investment without which we would not be where we are today.
And we would also not be able to grow and go anywhere. Our thinking was, “if we want to stay in this field and increase our impact, then we need to put these pieces in place.” The cost of working with you was a big portion of our small budget but I'm so glad we decided to go for it. I'm so glad we did this. Because the work we did with you affected the entire organization.
Gia:
Yeah, it was just like what they say about donors. It was a stretch gift. It was a stretch investment for us, and not just financially though, because we had to do a lot of work. I would tell folks – be prepared to do the work if you really want to get the results. You're going to have to budget your time and your energy, and also be prepared to grow. It's not just like “oh, I'm going to learn some things.” It's also like, “ooh, this is a little uncomfortable, and I don't know how it feels, but just trust it, go with it, do it.”
Where to Learn More About Apis Arborea
Vanessa:
I could not be more excited about where you guys are today. You really did put in the work. You took the courageous steps of realizing that you had a need, making the investment, and then doing the work to put it forward. And you're right, it wasn't always comfortable, but wow, you've brought so much vision, so much courage and so much kindness and joy into the world through your fundraising. So, a tip of the hat to you. I am just so delighted that you could share your story. I think it's going to inspire a lot of people about what's possible.
And if folks want to connect with you and learn more about what you do, where can they do that?
Gia:
Well, there's a few places. Probably the easiest is our website. It's www.apisarboia.org. We're on Instagram. We're on LinkedIn and YouTube. We've got some cool videos and you can always email us at Michael@apisarboria.org or Gia@apisarboria.org.
Vanessa:
Thank you so much. I'm just truly honored that you were willing to do this today, and I wish you the best as you continue your fundraising journey.
Inspired by Michael and Gia's journey?
One of the reasons I wanted to share this conversation is because I know there are so many nonprofit leaders pondering the same questions Michael and Gia were two years ago:
Is it the right time to invest in fundraising?
How can we afford consultant support?
Can fundraising actually feel authentic?
How do we build the systems and confidence we don't yet have?
These questions are exactly what inspired me to create the Authentic Fundraising Accelerator – a four-month experience where small nonprofits receive fundraising training, individualized consulting, accountability, and a supportive peer community as they build a fundraising roadmap tailored to their own organization.
If you'd like to learn more, I'd love to hear from you – just shoot me an email or set up a call. We’re getting started in September!
