The weeks after an event are when interest is highest and staff are most stretched.
Where it breaks down:
Staff are worn out after the event, and follow-up slips.
Attendees hear nothing until the next appeal.
Registered no-shows are rarely contacted.
People who wanted to come are forgotten.
Event donors often give once and disappear.
A new relationship ends before it starts.
We looked at who needs to hear what after an event, and what each group should get.
- Attendees want to be thanked, and no-shows want to know they were missed.
- A short recap or a photo link gives both groups a reason to stay connected.
- An ask belongs after the thanks, if there's one at all.
The agent had to:
- Reach attendees and no-shows soon after the event.
- Thank first, and ask only if you've scoped it.
- Follow up by email or text when the call ends.
A RevAIvo Voice agent that follows up with everyone who registered, and sends a recap when the call ends.
Two lists, two messages
Thanks attendees, and tells registered no-shows they were missed, each in the wording you've approved.
Recap after the call
When the call ends, an email or a text carries the event recap or a link to photos.
An optional invitation
If you've scoped it, it can invite the donor to give or to the next event, with a secure link sent after the call.
Reports back
Records what attendees said and who needs a follow-up from your team.
It brings in your team when…
Scoped narrow on purpose. Where you've set a number it can connect the caller; otherwise it logs a callback request for your team.
- The donor has feedback or a complaint about the event.
- The donor asks about a major gift or sponsorship.
- The donor asks to stop receiving calls. The request is recorded for your team.
- The donor asks for a person.
What the call sounds like
Hi, is this Casey? This is a call from the Lakeview Annual Fund. We missed you at the gala last week, and I wanted to say we hope everything is okay.
Thanks for calling. Something came up at work. I'm sorry I missed it.
No need to apologize. We put together a short recap with photos from the evening. Would you like me to email it to you?
Yes, please.
I'll send it as soon as we hang up. Thank you, Casey. We hope to see you at the next one.
Sent after the call
Hi Casey, we missed you at the gala. Here are some highlights from the evening: lakeviewfund.example.org/gala. We hope to see you next time.
Message wording is illustrative. It goes out when the call ends, based on how the call went.
What changes for your team
An illustrative scenario:
Say your team handles 300 follow-up calls a month, and the agent takes 40% of them end to end, at an assumed 5 minutes a call. These figures are assumptions for illustration, not customer results.
In a pilot we measure this with you, on your own calls in RevAIvo Pulse: calls connected, when donors pick up, and outcomes by disposition.
Event interest followed up while it's fresh, for the people who came and the people who didn't.
The follow-up that usually slips, handled.