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Inviting and Preparing Your Table Captains
By Terry Axelrod, founder and CEO of Benevon
Inviting People to be Table Captains
Now that you've decided who you want to invite to be Table Captains, how do you go about actually inviting them?
Here is a suggested script for you to use as you invite people to become Table Captains:
"You are a good friend to our organization and a real supporter of our mission. You have invited many people to attend our
one-hour (name of Point of Entry®) tour. I'd like to invite you to consider participating in a new way with us—by
being a Table Captain at our upcoming fundraising breakfast.
"This event is different from other events we have done in the past:
- The goal of the event is to raise unrestricted funds for our programs and to spread our message in the community.
- It's totally free.
- It will only be an hour long.
- There is no requirement that anyone give at the event.
- It will be our job to inspire people so that they will want to give.
- As much as anything, we want people to come and find out about the great work we do.
- It will make you proud to be involved with us.
"Each Table Captain is asked to fill a table of ten people by inviting them personally. They can be friends, co-workers, family, neighbors, anybody you know. We ask that at least two of your guests be people who have attended our (name of Point of Entry) tour. The others may have heard about us before, or maybe this Ask Event™ is their first introduction. Your job is to get them to attend. You do not have to ask anyone for money.
"Here are the details (date and time) of the event.
"Would you help us by being a Table Captain for our event?"
If yes: "Great! Thanks! We'll have a special meeting for Table Captains on (date), to go over all the details. If you can't make it to the meeting, we'll give you a packet with all the information you need. We'll also have reminder cards for you to give to people you invite. If they'd like to find out more about us before the event, we have several (name of Point of Entry) tours scheduled that they could attend.
"Please make sure you invite and confirm enough people for the table to be filled. Expect two to four people to cancel, so we recommend confirming twelve to fourteen people, to make sure ten will be there.
"Thanks again! You will have a great time, and you'll be very proud of us!"
If maybe or need to consider: "When will you know? Is there any more information you need? Can I get back to you?"
If no: "Thanks for considering it. I'm sorry you won't be able to be a Table Captain. Of course, we'd love to have you come as a guest to the event, even if you're not a Table Captain, and bring anyone else you'd like. Is there anyone else who comes to mind who we should ask to be a Table Captain?"
If they have a time conflict for the event: "Would you like to help in the planning/preparation for the event? We'd love to have your input."
The Table Captain Kick-Off Meeting
You should have all your Table Captains recruited by twelve weeks prior to the event. Now that you have enthusiastic and willing Table Captains, you need to educate them about their responsibilities. This is best done at a Table Captain kick-off meeting held ten weeks prior to the Ask Event. The purpose of this one-hour meeting is to rally the troops and get everyone excited about the Ask Event.
Here is a sample agenda for the kick-off event:
| Welcome |
Executive Director |
Thank people for attending and explain the importance of the Ask Event and their essential role in its success. |
3 minutes |
| Introductions |
Executive Director |
Introduce your team and your team leader who will be coordinating the event. Introduce any board members in attendance. Then take time for each person to introduce themselves and state how they are connected to the organization, including why they care about the organization. |
10 minutes |
| Overview of the Benevon Model |
Team Leader/
Development Director |
Using handouts of the model or a flip chart, the team leader explains the four steps of the model and where the Ask Event fits into the larger process of cultivating lifelong relationships with mission-focused donors. |
5 minutes |
| Ask Event Program Overview |
Team Leader/
Development Director |
The person responsible for the event walks everyone through the program for the event, step by step. Take questions as you go through this. |
10 minutes |
| Treasure Map® for the Organization |
Team Leader/
Development Director |
Draw out a quick Treasure Map on a flip chart or overhead projector, or show them the Treasure Map your team has already prepared. Highlight the many groups that already know about your work and might want to attend the event, including the group called "Point of Entry Guests," many of whom have now been cultivated and are ready to be asked to contribute financially. |
5 minutes |
| Personal Treasure Map for Each Table Captain |
Team Leader/
Development Director |
Have each Table Captain make a personal Treasure Map of the people they come into contact with on a regular basis in their work or personal lives. Be sure to cover what resources these people have in abundance and what might be their self-interest in learning more about the organization. End by having each Table Captain make a list of at least thirty people from their personal Treasure Map they could invite to sit at their table at the Ask Event. People often become very excited at this point. They bring out their address books and personal planners. Be prepared for some people to tell you that they would like to host more than one table—this should be a natural outcome of this part of the kick-off agenda. |
10 minutes |
| Table Captain Packet Review |
Team Leader/
Development Director |
Hand out the Table Captain packets and walk people through the contents. Be sure to include how you will stay in contact with the Table Captains from now until the day of the event, either by phone, fax, or e-mail. Let them know you will be contacting them often. |
5 minutes |
| Questions |
Team Leader/
Executive Director |
Give people plenty of time to ask questions. You want them to leave the kick-off reconnected to their passion for the organization and excited and confident about the Ask Event and their role in it. |
10 minutes |
| Thank You and Close |
Executive Director |
Be sure to take the time to tell your Table Captains how much you appreciate them. Tell them how you will be in touch with them from now until the day of the event. |
1 minute |
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Total time: |
56 minutes |
Kick-Off Attendance
In spite of the time you put into planning the kick-off meeting, you should expect that only 50%–60% of your Table Captains will attend. You will need to meet in-person or by phone—not with a secretary—with each Table Captain who is unable to attend the kick-off for a full (30 minute) briefing, to walk them through the Table Captain packet and make sure they understand how the event works and what is expected of them.
Merely sending these Table Captains the packet of materials they missed at the meeting will not suffice. We hear far too many upsetting stories of the problems caused by Table Captains who said yes to being a Table Captain without understanding the unique nature of this event, thinking it was like other fundraising events they had "filled tables" for in the past. They did not invite their guests properly by using the specific wording to inform guests in advance that they would be asked to give money at the end of the event, etc.
Without a special meeting to go over the packet, your busy Table Captains may not open it until it is too late, leaving you with angry guests who have not been told in advance how the event works and—perhaps worse—embarrassed Table Captains.
By ensuring that your Table Captains are well prepared, you will eliminate any confusion about the nature of the event, and your Table Captains and their guests will be able to relax and enjoy the program.
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