Doing everything yourself is a lot, but you don't have to carry it alone. In this session, we talked about helping your helpers and using your tools efficiently to take some things off your plate. This session focused on practical ways to share the work with your supporters and use Swell tools to help coordinate the details.
Article Navigation:
Share the Work Before, During, and After the Event
Replay and Transcript
Help People Help You
Many people are happy to help, but they need direction.
Give them:
- Sample wording or scripts
- Graphics or social posts
- Registration links
- Suggested guests to invite
- Their personal fundraising link (for peer-to-peer events)
Tip: You can link directly to your checkout page by opening your ticket page and copying the URL from your browser address bar. This allows you to send guests directly to registration instead of only to the event homepage.
Good people to ask for help:
- Table hosts/Team captains
- Volunteers
- Sponsors
- Board members
- Past attendees
- Passionate supporters of your cause
Personal outreach usually performs better than mass requests. Encourage supporters to share why the event matters to them, not just event details.
Share the Work Before, During, and After the Event
Outreach is only one piece of event coordination.
Think about where support is needed across the full event cycle.
Before the event:
- Helpers can assist with:
- Guest reminders
- Social media updates
- Table follow-up
- Registration support
Example: Download reports from last year’s event and ask table hosts to reconnect with past guests who have not yet registered.
During the event, volunteers can help with:
Guest greeting
Running check-in
Answering questions
Helping guests find tables
If you missed last month’s session, revisit:
Just 1 Thing Replay: Faster, Easier Check-In
It walks through volunteer setup and room flow ideas for smoother check-in experiences.
After the event, supporters can help with:
- Thank-you outreach
- Donor follow-up
- Table host communication
Put Swell to Work
Swell handles much of the coordination behind the scenes so you do not have to manage everything manually.
In this part of the session, we demoed how to:
- View confirmation progress
- Identify unconfirmed guests
- Download reports
- Re-send invitations
- Review empty seats
- Access registration links
- Support table hosts as they manage their own invitations
Tip: Encouraging hosts to take an active role in filling their tables helps move work off your plate. Through their table management link, they can invite guests, see when guests confirm, resend invitations, and replace guests who decline.
Comments
0 comments
Article is closed for comments.