Sample Guest Emails

Communication with your guests and potential guest is a very important part of your job!  Often, it is your enthusiasm and passion for our organization that gets your friends, colleagues, and networks connected to Hilltop Artists.

Invite your guests –Once tickets come on sale please start inviting your guests as soon as you have committed to being a table captain.

Remind guests about the event — People get busy so a reminder the week of the event (last week of September!) is helpful to ensure that they show up! Here is a sample email reminder you can personalize and use.

Thank guests for joining you — Hilltop Artists will send an official thank you after the event, but the personal touch of a note or call from you goes a long way!

Sample Email Invite Text

Below is a sample email text that can be used to invite your guests to the Better Futures Luncheon. Please modify to make it personal and sound like you!

In our experience, the most effective method is to invite in person or via phone and then to follow up with an email.  This method usually results in a faster response time.

Want to make your invite stand out? And easily track RSVPs in the process? Consider using a free electronic invitation service, such as Paperless Post.


Dear (Guest Name),

I want to make a difference in the lives of young people in Tacoma and I am inviting you to join me. I am putting together a table for the Hilltop Artists’ Better Futures Luncheon on Tuesday, October 8, 2019 at the Hotel Murano. The program starts at 11:30 am, with check-in and silent auction starting at 10:30 am.

This event is Hilltop Artists’ signature fundraiser and provides a chance to hear from students how glass art instruction and positive adult mentorship have changed their lives. With our support, students in our community can achieve social and academic success! My goal is for my table to raise $1800 because that amount provides a Team Production student with a scholarship for an entire school year!

(option 1) I am hosting the table and would like to invite you to attend as my guest.
(option 2) Tickets are just $30 each and can be purchased online over the phone (253.571.7670), or by sending a check to P.O. Box 6829, Tacoma, WA 98417. Just give them my name as the table captain and you will be seated at my table.

Please respond to this email and let me know if you can attend. Hope to hear from you soon.

Warmest regards,
(Your Name)