Tools of the Trade: Table Host PacketPosted on: September 6, 2017
Most often, first-time skydivers have an experienced jumper on their back. Yes, this jumping buddy will make sure the shoot deploys at the right time and that the rookie sticks their landing, but many times they also help the jumper to… well… jump.
You’re utilizing a powerful tool for your event this year—one that has great potential to shave hours of time off your event planning, and give you accurate stats to refer to for future events. What is this powerful tool you may ask? Table Hosts.
You have a great opportunity in front of you, so make the most of it!
Like a skydiving buddy, you’re the coach for your table hosts, so let’s help them jump. You have the capacity to unlock the power of those table hosts by teaching them how to use the tools placed before them. The more you encourage table hosts to utilize the tools at hand, the less time you’ll spend updating your RSVPs.
A helpful tool for your table hosts is a Table Host Packet. You might distribute this at a meeting with your hosts, or simply give it to a host when they agree to invite potential partners to sit at their table.
What should a Table Host Packet contain? I’m so glad you asked!
Table Host Packet components:
- Cover Letter (Sample)
- Table Host Instructions (Sample)
- Invitations (Browse samples from Keener Marketing)
- Note Cards to include in Invitations
- Ministry Statistics and/or brochures
- “Online Registration Manager” Instructions (Sample)
(printed instructions for an online tool—kind of ironic, but very effective)
If I can encourage you in one thing, it’s to resist the urge to enable your hosts. The easy thing to do when the phone rings is to take the names of your host’s guests, but if you do this you’re missing an opportunity for a teachable moment. One that will save you hours of time down the road.
Instead of taking the name of the guests, encourage your host to use the Guest List Manager Page, and maybe even take a minute to walk them through it. The “you” the week before the event will thank the “you” who took the initial guest list because let’s be honest—those names will probably change. And if your host knows how to change them, you can spend your time negotiating your event expenses instead of taking RSVPs.
Don’t get in your own way. Teach those hosts to fish—and have a great event!
Pro Tip! Take screenshots of your Table Host Email and Manager Page to include in your Table Host packet using the snipping tool on a PC, or this simple key command on a Mac as seen in the“Online Registration Manager” Instructions above.
This article was inspired by our customers and written to encourage your fundraising efforts. Although we work with ministries and events daily, our team members are not Event Consultants. We encourage you to consult with your event consultant, executive team, and/or affiliate organization before making any major changes to your events.