General event help request email
A versatile template for reaching out to your network and asking people to get involved with your event. Less formal than a role-specific invite — good for a first ask or a broad community outreach.
When to use this
- →Sending a general call-out before you've defined specific roles
- →Reaching out to a club newsletter or community group
- →Asking friends, family, or colleagues to help out
- →Re-posting to social media or a forum as a plain-text message
Tips
- ·Keep it short — this is a first contact, not a full briefing
- ·Make the ask specific: a date, a rough time, and one action to take
- ·Emphasise that no experience is needed — it lowers the barrier to reply
- ·If you have a mix of roles, let people express interest first and follow up with detail
- ·A personal message always outperforms a mass mailout — send in small batches if you can
Send smarter with EventRota
Invite volunteers directly from EventRota — they get a personalised link straight to their shift page.
Try it free →Related
Volunteer invitation email →Template
Hi [First Name / everyone], I'm reaching out because we're running [Event Name] on [Date] and we're looking for some extra pairs of hands to help make it a success.
What is it?
[Event Name] is [one or two sentences describing the event — e.g. "a local fun run raising money for [Charity]" / "our annual club open day" / "a community sports day for kids aged 5–12"]. It's going to be a great day and we want to make sure it runs smoothly.
What does helping involve?
We need people to help with things like [list 2–4 examples — e.g. registration, handing out water, directing people to car parking, helping set up in the morning]. There's something for everyone, and you don't need any special skills or experience. You'd be looking at roughly [X hours] of your time on the day, plus [any setup / briefing sessions if applicable].
Interested?
If you're free on [Date] and happy to help, just [reply to this email / drop me a message / fill in the form at [URL]] and let me know. I'll then send over more details about timings and what to expect. [Optional: If you know anyone else who might want to get involved, please feel free to pass this on.]
Even if you can only spare a couple of hours, it would make a real difference. Events like this only happen because people like you give up a bit of their time. Thanks so much — I really appreciate it. [Your Name] [Your Role — optional] [Organisation / Club — optional] [Contact number or email]
Replace [bracketed text] with your own details before sending.