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Phone Outreach Playbook
Practical tips and scripts for connecting directly with potential sponsors via phone outreach.
🎯 Purpose
Phone calls are one of the most personal and effective ways to build sponsorship relationships—especially with key local businesses and long-time supporters. Use these calls to introduce your Available Sponsorship Opportunities, explain the benefits, and answer quick questions.
🕒 When to Call
- At Launch: Personally invite top prospects to participate and follow up with an email.
- 2–3 Months Before Campaign Date: Reach back out to remind businesses of upcoming deadlines and highlight remaining opportunities.
- After Events: Thank sponsors, gather feedback, and mention future opportunities.
💬 Before You Call
- Have your Sponsorship Campaign open for reference.
- Prepare a few talking points about sponsorship visibility and community impact.
- Be prepared to share a follow-up email with your Sponsorship Collateral.
☎️ Sample Call Script
Hi [Name], this is [Your Name] with [Community Name].
I wanted to reach out because we've just opened sponsorship opportunities for [Campaign Name], and we thought your business might be a great fit. This year's [Campaign Name] supports [brief description of event/program], and sponsorship gives your business great visibility and will help to make this a success for the whole community!
I’d love to send you some details on available sponsorship opportunities so you can take a look — what’s the best email I can reach you at? (After receiving email address) Great — I’ll send the information over shortly. You can make your sponsorship directly online, and if you have any questions please don't hesitate to reach back out to us!
💡 Pro Tips
✅ Leave a voicemail! Sponsors will feel the personal touch and are more likely to reach back out to you.
✅ Keep calls under 5 minutes unless the sponsor asks questions.
✅ Always follow up with an email that includes your Sponsorship Campaign Link and other sponsor collateral (Letter / Flyer).
