While acquiring new donors can be challenging, many nonprofits find that table‑hosted events are a great way to open the door to new supporters. When done well, these events introduce fresh connections, strengthen relationships, and generate meaningful revenue. Yet too often, organizations overlook a key driver of success: intentionally preparing their table hosts in advance.
Table hosts don’t simply fill seats — they are your ambassadors. They set the tone at the table, tell your story in their own words, and influence both attendance and giving. Gathering your hosts together ahead of time ensures they feel confident, connected, and equipped to do that well. It also gives you the opportunity to bring that host into a deeper relationship with you.
Whether your organization has held a table hosted event many times or is planning it for the first time, a table host kick-off is not optional — it’s essential. Data from several nonprofits we work with confirms: Trained and engaged hosts consistently outperform untrained hosts in both guest recruitment and fundraising. The reason is simple. Training builds confidence, alignment, and enthusiasm.
Think a “training” sounds boring? Here are ways to liven things up:
- Make the experience memorable without making it expensive. Creativity matters far more than budget. Consider hosting at a winery or brewery, in a unique space within your organization, or even in a host’s home.
- Include a strong mission moment; have your Executive Director or CEO share insider updates that most stakeholders don’t know yet. Show impact by sharing what was raised at last year’s event and exactly what those funds made possible. When hosts understand the “why,” they become much stronger advocates.
- View your table host training as an engagement opportunity, not a lecture. Even the language you use matters — swapping the word “training” for something like “Host Happy Hour” or “Host Kick-Off” immediately changes expectations. Hosts should leave feeling inspired, appreciated, and excited to invite others into your mission.
Gathering your hosts together accomplishes a couple things for you:
- It helps you identify which hosts might be struggling or unsure of their role or how to fulfill it. This allows you to identify who may need extra coaching, encouragement, or tools, well before the event itself. Your proactive support can make a measurable difference on event day.
- It provides a place to share a list of lapsed donors or VIPs you hope to have at the event. Share this list with your hosts at the training and let them pick who they know and can invite. Sharing a list of names will also help get their wheels turning – and they may even think of others.
Remember, strong host training sets the stage for an impactful event. But don’t forget about your hosts once your event is over; continue to cultivate your hosts year-round by:
- Segmenting hosts in your communication pieces (direct mail, newsletters, etc.)
- Finding opportunities to thank them through activities you are already doing
- Inviting your hosts to major donor cultivation events
- Providing complimentary tickets to a performance or concert
- Inviting hosts to a ceremony or reception involving program participants (graduation, workshops, dress rehearsal, etc.)
- Once a year, dropping them a thank you note signed by a program participant
Utilize activities you are already doing and make them cultivation opportunities for your hosts. You don’t want your only connection with them to be when you ask them to be a table host again. The closer they are to your mission, the more engaged they will be, and eager to help you make each year’s event a success.
Remember, whether you’re launching a new table hosted event or refining what you already do, investing in your table hosts through thoughtful training and year-round cultivation is one of the highest-impact decisions you can make.
If you are curious about how to implement your own table hosted event, or grow the event you are already doing, please reach out to us!