How to invite customers to a seminar or open day by phone
Sado AI team · · 4 min read
In short
An event invitation call is made 7–10 days before the event: in a minute the person hears who is inviting them, what, when and where, why it’s worth it, and answers “Can you come?”. For everyone who says yes, note the name and number of guests, then make a reminder call one or two days before. Count the invited, the yeses and the people who came separately: those numbers plan your next event. An AI voice operator can make these calls in Uzbek and Russian.
Why invite by phone
An invitation to a seminar, open day, workshop, store opening or presentation sent on Telegram gets lost among other messages. On a call the person answers at once and asks their own question: “Is it free?”, “Where is it?”, “Can I bring my wife?”
And you get an exact list instead of a guess: who is coming and how many. You plan seats, tea and handouts from it.
When to call
| When | Call | Goal |
|---|---|---|
| 7–10 days before | Invitation | “Yes”, “no” or “maybe”, name and number of guests |
| 1–2 days before | Reminder | To the yeses and maybes: time, address, landmark |
| 1–3 days after | Thank you | Next step for those who came, a short update for those who didn’t |
Invite too early and people forget; too late and they can’t change their plans. About a week suits most events.
What to say in the invitation
- Who you are and why them: “Last year you bought a drip irrigation system from us.”
- What, when, where, in one sentence.
- What’s in it for them, in one sentence: what they’ll see or learn.
- The question: “Can you come?” Then stop and wait for the answer.
- If yes: name, how many people, and mention the reminder call. If no: thank them and don’t push.
Sado: Assalomu alaykum, this is Shohruh from Hosil Agro. Rustam, last year you bought a drip irrigation system from us.
Caller: Yes, I did. What’s up?
Sado: Next Saturday we’re holding a field day in Bo‘ka: we’ll show right in the field how the new system saves water. It starts at ten. Can you come?
Caller: Do I have to pay?
Sado: No, it’s free, and lunch is included. How many of you will come?
Caller: Two, I’ll come with my son.
Sado: Done, I’ve put you down for two. We’ll call on Friday with the address and landmark.
Note that the operator tied the invitation to the customer’s own purchase and answered the price question at once. The number of guests is recorded, so you can order lunch by it.
What to count
- How many were invited and how many were reached.
- The yeses, maybes and noes separately.
- How many came: what share of the yeses actually turned up.
- For example: 300 invited, 90 said yes, 60 came. If you need 60 guests next time, invite about the same number. These are only example numbers: record yours after every event.
Handing invitations to an AI operator
You upload the customer list as an Excel file in the portal’s Auto-calls section and describe the event in the call’s goal: what, when, where, programme, entry terms. Sado’s operator invites each customer, answers questions from those facts and records yes, no and the number of guests in separate fields. More: AI outbound calls.
You run the reminder to the yeses as a separate auto-call. You pay only for talked minutes: for example, 300 one-minute invitations: 300 × 800 = 240,000 so‘m. Pricing. Try it live.
Questions
Whom may we invite?
Your own customers and people who left you a request or gave consent. Don’t call bought numbers or numbers collected online: it destroys trust and often ends in complaints.
What if someone says “maybe”?
Mark them separately and call again on reminder day, when they’ll give a firm answer. Plan seats and food only by the yeses.
Can we invite by text or Telegram instead?
You can, but few will reply and you won’t know who is coming. Better to call, then send the address and map as a message.
What do we say to people who said yes but didn’t come?
Don’t blame them. On the follow-up call ask, “We missed you; shall we tell you about the next one?” and send a short summary. They stay on the list for the next invitation.