Pre-Event Calling Scripts

When to use: Immediately after receiving RSVP notification

"Hi [Name], this is [Your Name] with [Your Company]. How are you today?"

[Let them respond]

"Great! I'm calling because I saw you registered for our [Topic] workshop on [Date] at [Time]. I wanted to personally reach out, introduce myself, and make sure you have everything you need."

"Do you have all the details you need, or is there anything I can clear up for you?"

[If they need details]

"No problem. We're meeting at [Venue Name] at [Address] on [Day, Date] at [Time]. [Provide directions if needed]"

[If they're all set]

"Perfect! Just to confirm, we're meeting at [Venue Name] on [Day, Date] at [Time]."

"I'm really glad you're joining us. What specifically caught your attention about this workshop?"

[Listen to their answer]

"That's exactly what we're going to cover. I think you're going to find the information really valuable."

"Will you be bringing a spouse or guest with you?"

[If YES, get their name and add to list]

"Perfect, I'll make sure they're on the list too."

[FOR THOSE OFFERING MEALS]

"One quick thing - we're providing [type of food] at the event. Do you or your guest have any food allergies I should know about before we order?"

[Note their response]

"Perfect, I've got that noted. We'll make sure you're taken care of."

"So I've got you down for [Day, Date] at [Time] at [Venue Name]. Can I count on seeing you there?"

[Wait for verbal "yes"]

"Perfect! You'll get reminder emails and texts as we get closer. If anything comes up, feel free to call me at [Your Phone Number]. Sound good?"

"Great! Looking forward to meeting you on [Date]. Thanks for your time today, [Name]."

When to use: 24-48 hours before the event

"Hi [Name], this is [Your Name] with [Your Company]. Quick question for you."

[Pause]

"We owe a final headcount to the venue, and I need to confirm - are you committed to attending tomorrow at [Time]?"

[Wait for response]

"And will you still be bringing [Guest Name], or will it just be you?"

[Confirm final headcount]

"Perfect! I've got you locked in. See you tomorrow at [Time]."

"I understand - things come up. Would you be open to a one-on-one appointment instead? That way we could cover everything specific to your situation without you having to attend the group workshop."

If YES: "Great! What does your schedule look like this week? [Schedule appointment]"

If NO: "No problem. Would you like me to let you know when the next workshop is scheduled?"

"Great! See you tomorrow at [Time], [Name]."

"Hi [Name], this is [Your Name] with [Your Company]. I'm calling about your registration for our [Topic] workshop on [Date]. I need to confirm you don't have any food allergies before we order. Give me a call back at [Your Phone Number]. I'll also try you again later. Thanks!"

"Hi [Name], this is [Your Name] with [Your Company]. We owe a final headcount to the venue for tomorrow's workshop at [Time]. Can you give me a quick call at [Your Phone Number] to confirm you'll be there? Thanks!"

Use your event logistics as the reason for calling:

This gives you a legitimate reason to follow up multiple times without feeling pushy.

Call Window 1:

Call Window 2:

Remember: Voicemail ≠ Contact. Keep calling until you reach them live.