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Nonprofit Event Calls: Writing the Perfect Script (Samples Included)

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Published: Jun 16, 2021

Running events successfully for nonprofits is a sought-after skill.  You want to get as many people as possible to attend your event. At the same time, you don’t want to be pushy or misrepresent the nonprofit that you’re calling on behalf of. Moving even an inch in the wrong direction could jeopardize your relationship with a donor. 

Read on and use the following nonprofit event call scripts that best suit your needs to keep your nonprofit and donors happy.

Script for a fundraising event invite

The more people you contact, the higher your attendance will be. This is the primary step to acquiring new supporters. While writing a nonprofit event call script for a fundraising event invite, multiple steps must naturally come together and follow a conversational tone.

Step 1: Introduce yourself

The opening talk is about identifying yourself, the organization you represent, and the purpose of the call. It should also include a friendly greeting and a short description of the organization.

Always keep a pleasant tone so that the conversation goes through smoothly to the end.

“Greetings. My name is [name], and I’m calling on behalf of [organization name]. May I speak to [contact name]? This is about the [event title].”

After you’ve contacted the right person and introduced yourself, you can explain the details of the event. Remember, most prospects only have a few minutes, so organize your fundraising call script well and tailor your responses to suit the prospect’s interests.

Step 2: Offer event information

82% of people say they open every text message they receive. 

Event telemarketing campaigns usually start with mass texts with the event invites. The text contains a brief description of the event and a link to a landing page. The landing page can include all the event details, including: 

  • The date & time, 
  • Venue 
  • Registration form, and 
  • FAQs about the event. 

The follow-up call should take place like this:

Start with a courtesy question like

“May I ask whether you have received our invitation to the event via SMS?”

If the answer is yes, see if they were able to register.

“Were you able to register for the event?”


If not, verify the prospect’s number on which you can send the text and resend the link immediately while on the call. CallHub’s ‘Texting from call center’ feature allows people to send a text message right from the call dashboard. So people don’t have to switch to a different SMS tool during a call. This will allow you to register the prospect for the event and save you the time and effort of calling back.    

“I am sorry to hear that. I can help you with the registration process. May I verify your contact number, please?”

“Thank you. I have now shared the link with you. I will wait for you to complete the registration.”

Alternatively, you can offer to register the prospect on their behalf. If they agree, go ahead and confirm their contact details. 

“Would it help if I registered you for the event on your behalf?”
“Thank you. Your full name is [full name], contact number is [contact number] and the email address is [email id]. Is that correct?”

Once they are registered for the event, proceed to discuss the details of the event. Although people are aware of what the event is about, you can add a personal touch instead of merely describing the event when you call and talk to the prospect. 

What if the prospect received the message but is simply not interested? At this point too, you could give more details about the event and show how it will be of great benefit to your beneficiaries (by projecting your prospect as the hero)

“This event will present details on how we empower those whose lives are affected by cancer. It is a warm and welcoming event with a complimentary dinner. At the event, we also offer a stress management session, gentle exercises class, an informative workshop, and individual relaxation therapy.”

Step 3: Wrap up

Your call should end with a confirmation of the event details and a genuine “thank you.” 

“Thank you, Mr./Mrs. [name]. To confirm the details, you are registered to the [event name], which will take place on [event date] at the [event venue]. We look forward to seeing you at the event. Thank you so much, and have a good day.”

Here is a sample nonprofit event call script you can use to introduce your event. We suggest practicing it by reading it aloud a bunch of times so it doesn’t sound like you’re reading a script. Speak naturally and try to enjoy the conversation. 

Note: In these scripts, the text in italics are expected responses from the donor.

Greetings. My name is [name], and I’m calling on behalf of [organization name]. May I speak to [contact name]? This is about the [event title].

Yes, this is [contact name] speaking. 

May I ask whether you have received our invitation to the event via SMS?

Yes.

Were you able to register for the event?

If Yes:

Great. <Move to specifying event details>

If No:

I am sorry to hear that. I can help you with the registration process. May I verify your contact number, please?


Thank you. I have now shared the link with you. I will wait for you to complete the registration. Or would it help if I registered you for the event on your behalf?

Sure

Thank you. Your full name is [full name], contact number is [contact number] and the email address is [email id]. Is that correct?

Yes. That’s correct.

This event will present details on how we empower those whose lives are affected by cancer. It is a warm and welcoming event with a complimentary dinner. At the event, we also offer a stress management session, gentle exercises class, an informative workshop, and individual relaxation therapy. 

That’s great. I’ll be there.

Thank you, Mr./Mrs. [name]. To confirm the details, you are registered to the [event name], which will take place on [event date] at the [event venue]. 

We look forward to seeing you at the event. Thank you so much, and have a good day.

Nonprofit event call script for volunteer recruitment 

Nonprofit events are run by people – You, your donors, and your volunteers. Although asking for help can be uncomfortable, it’s crucial to achieving positive results. A volunteer recruitment call script can keep your campaign going. 

Personally contacting the prospects works better than just emailing to recruit and confirm volunteers to help you organize events. 

Step 1: Introduce yourself and grab their attention

The beginning of your introduction should be fascinating enough to keep the potential volunteer hooked in. This should lead the prospective volunteer to consider the opportunity or contact your organization for more information.

Consider these examples:

  • Check in on your neighbors to see if they need help making their vaccine appointment.
  • Share information about your career with the young folks and inspire them to prepare for their careers.
  • Go to a child, shower your love on them and let them know how precious they are.

Each of these lines paints a picture that has the potential to attract the listener. 

“Hello, my name is [name], and I’m volunteering with [organization name]. Would you be interested in encouraging a few people to attend our fundraising event [event name]?” 

Step 2: Describe the role your volunteer plays

This part of your call should include information about the event in an order that matches the potential volunteer’s thought process:

  1.   What is the problem?
  2.   How does the organization solve it?
  3.   Will I be able to help?
  4.   What do I get in return?
  5.   How do I take part?
nonprofit event call script volunteer thought process
Source: Freepik

Essentially you want the potential volunteers to picture themselves as the hero to the rescue.

We’ve been helping out a large number of cancer patients through the funds collected. The more people turn up for the event, the better. So, we volunteers will meet up this coming Saturday & Sunday between 10 am & 1 pm. It is primarily a digital outreach through texting and calling. 

Can you also join us?

If they say “Yes”,

“Great! I’ll send you the registration details to this number. After you register, our campaign manager [campaign manager name] will be in touch.”

If they say “No”,

“I understand, [prospect name]. Would you be comfortable taking up something smaller like technical support on just the day of the event?”

If they do not show any sort of interest, then conclude the call by saying:

“Sure, [prospect name]. No worries. Thank you so much for your time. Have a great day ahead.”

Step 3: Be thankful and show gratitude

Regardless of the response, thank them for their time. People appreciate it, and it doesn’t take long! If the prospect turns to a volunteer, take it a step further and mention what their support means to your organization. 

“Thanks for your time. We assure you your efforts do make a big difference.”

You want your volunteers to stay engaged and active, and a token of appreciation will make them feel more involved.

To help you in your volunteer recruitment efforts, we’ve created this sample script. Go ahead and make the necessary changes to suit your campaign. 

Hello, my name is [name], and I’m volunteering with [organization name]. Would you be interested in encouraging a few people to attend our fundraising event [event name]?

Yes. I’d like to be a part of this. 

{If they say “No”,

I understand, [prospect name]. Would you be comfortable taking up something smaller like technical support on just the day of the event?

If they say “Yes”, <Skip to the part where you say you will send the details>

If they are still not interested, thank them politely and move on.}

For the ones who are interested in being a part of the event,

We’ve been helping out a large number of cancer patients through the funds collected. The more people turn up for the event, the better. So, we volunteers will meet up this coming Saturday & Sunday between 10 am & 1 pm. It is primarily a digital outreach through texting and calling. 

Can you also join us?

Yes, sure. Let me know how I can enroll.

Great! I’ll send you the registration details to this number. After you register, our campaign manager [campaign manager name] will be in touch.

Thanks for your time. We assure you your efforts do make a big difference.

Nonprofit event call script for invitation follow-up

People get multiple calls and messages throughout the day. It’s easy for a prospect to forget about your event. Step up and act as their personal reminder. 

To maximize your chances of connecting with a prospect, do your research. It is best to call on Wednesdays and Thursdays to increase the chances of reaching them, while the best time is 4 pm to 5 pm. Schedule your calls using tools like CallHub’s Smart Scheduler!

Step 1: Mention who you are

Tell them your name and your connection with them. After they’ve agreed to speak, move on to the next step.

“Good morning, Mr./Mrs. [prospect name]. This is [your name] from [organization name]. May I have 2 minutes of your time?”

If they are busy, ask them for a time to call back.

Step 2: Briefly mention the last interaction you had with them

Share some exciting information about the event to pique their interest. Once you have their attention, briefly review your last interaction to brush up their memory of you.

“This is regarding the event you have registered for. I wanted to inform you that there’s been a special addition to the event. We have added a new corner called ‘The networking spot’ along with eateries.”

Step 3: Confirm the details of the event and secure their RSVP

Confirm the date and time of the event and deliver any particulars that may be of value to your prospects.  

“To confirm the details, the [event name] will take place on [date] at [time] at [venue]. I will be at the entrance to greet you, and we will have a valet service to take care of your parking. May I confirm your participation?”

If they say “Yes”, 

“Great. Thank you! I look forward to seeing you there.”

If not, ask how you can help further. 

Gather as many volunteers as possible, and use the following script to confirm event attendees. 

Good morning, Mr./Mrs. [prospect name]. This is [your name] from [organization name]. May I have 2 minutes of your time?

Sure. Go ahead.

This is regarding the event you have registered for. I wanted to inform you that there’s been a special addition to the event. We have added a new corner called ‘The networking spot’ along with eateries. 

Okay, great. 

To confirm the details, the [event name] will take place on [date] at [time] at [venue]. I will be at the entrance to greet you, and we will have a valet service to take care of your parking. May I confirm your participation?

Yes, I’ll be there.

Great. Thank you! I look forward to seeing you there.

Nonprofit event call script to thank event attendees

Extending your interaction with your prospects even after the event is an integral part of building a relationship. Before calling your event attendees, segment the list based on their participation (attendee, attendee+volunteer, etc.) and tailor your messages accordingly.

With the correct approach, you have the opportunity to make a great impression. We suggest you ask questions about what your participants thought about certain aspects and ask for their feedback. Direct feedback from your prospect will not only help with your future efforts but also help you have a relaxed conversation and form a bond.

Step 1: Mention who you are

If you have already developed a great rapport with your prospect by this point, just mentioning your name should suffice at this stage.

“Hello, [contact’s name], this is [your name] from [organisation name]. Did I catch you at a good time?”

Step 2: Reason for calling

Say you want to hear about their experience and ask if they are willing to share some inputs.

“Great. Firstly, it was great having you at [event name], and I wanted to get your inputs on one or two aspects.”

Step 3: Event questions

After the prospect agrees to give their time, you can start asking a few questions about the event and his/her point of view on a few aspects. Make sure you let the questions flow naturally and not make it seem like an interrogation.

1. Did you have a good time?
2. Did you find the information provided in the event helpful?
3. Is there anything that you were looking for in addition?
4. What inspired you to register for and attend the event?
5. Do you have any questions?

Step 4: Feedback

Based on your prospect’s responses, you can talk to them about what they think went well and what did not. CallHub’s call center software allows you to take notes on each conversation which are automatically synced with your CRM. 

“What did you think of our event? Do you have any suggestions for us?”

Make the necessary changes to the following sample script to tailor it for your event.

Hello, [contact’s name], this is [your name] from [organisation name]. Did I catch you at a good time?

No, go ahead.

Great. Firstly, it was great having you at [event name], and I wanted to get your inputs on one or two aspects.

Sure.

  1. Did you find the information provided in the event helpful?
  2. Is there anything that you were looking for in addition?
  3. Did you have a good time?
  4. What inspired you to register for and attend the event?
  5. Do you have any questions?

Note: Ask these questions one by one and note their responses

What did you think of our event? Do you have any suggestions for us?

I had a good time. Probably let us interact with the patients next time?

I will pass on your suggestion to my manager. I’m sure she will be happy to implement this. 

Great! Thank you.

Thank you for your time, [contact’s name]! It was great talking to you.

Important keywords and ideas for your nonprofit event call script

When writing a nonprofit event call script, pay attention to the keywords and the information that the prospect may find exciting. 

Keywords

  • Power words to communicate politely – “I can check that for you”, “Happy to help”, “That’s good to know”, etc.
  • Terms from your industry to establish professionalism – “In-kind contribution”, “Pledge”, “Social venture funds”, etc.
  • Assuring phrases to boost your prospects’ morale – ”Absolutely”,  “Certainly”, “You are right”, etc.

Important notes

  1. Branding gives your nonprofit an identity which is your ticket to ride through the call. – To maintain your reputation as a nonprofit organization, you should present yourself as a warm and friendly organization. Make sure every volunteer knows 
  • What your organization stands for
  • How you represent your organization on paper
  • What makes your organization different
  1. The objective of the call is to grab the prospect’s attention – Convey a benefit to catch the prospect’s attention to discuss further. 
  1. Mention accurate details like the name of the organization, the event venue, the date and time, numbers and statistics, cause and contributions, etc.

When making calls, you should

  1. Introduce yourself right away. 
  2. Let the prospect know before transferring a call.
  3. Always thank the prospect at the end of your interaction.
  4. If they are busy, make a note of when is a good time to call back and schedule automatic follow-ups.
  5. Make sure you speak clearly, and there is no disturbance from your end.

How to use your nonprofit event call script on CallHub?

We’ve shown you a few examples of different nonprofit event call scripts. But how do you use them and make calls?

CallHub’s call center software helps agents have better-quality conversations. 

nonprofit event call script call center software interface 2

As the call progresses, the agent works through a predefined set of instructions set by the campaign manager. For example, you can add different types of script sections based on the type of call being made.

nonprofit event call script call center software screenshot

In the next step, you can choose from a range of dialers that automate the repetitive parts of a call. This way, agents spend more time talking and less time placing calls. 

Next, you assign a team of agents and schedule the campaign. 

Get started!

Keep in mind that you are responsible for taking your donor relations forward. 

Nurture your relationships, and gradually these donors will become your strongest supporters and even promoters going further. 

Now it’s time to put it all into action. Get out there and give these prospects a call to get your organization the support it deserves. If you have any questions, feel free to drop me an email at [email protected].

Feature image source: Photo by Lukas from Pexels

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