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Book More Donor Meetings with HubSpot Sequences

If you’re in fundraising development, you know that face-to-face conversations are still one of the most effective tools in your donor engagement toolbox. But getting those meetings scheduled—especially during a busy travel window—can feel like a full-time job.

Enter: HubSpot Sequences. When used well, Sequences can help you book more meetings in less time, reduce the back-and-forth, and make sure you don’t let high-potential outreach fall through the cracks.

Here’s how to put Sequences to work for your next donor trip.

Start with a Clear Goal and Target List

Before you even write your first email, get specific:

  • Where are you traveling?

  • When will you be there?

  • Who do you want to meet with?

Start by building a list of donors, prospects, or key stakeholders in your CRM. Use filters like location, giving capacity, or engagement score to prioritize your outreach.

Once you have your list, enroll each contact in a HubSpot Sequence personalized to that trip. Keep the list tight enough to follow up meaningfully, but large enough to maximize your time on the ground.

Write Emails That Respect Their Time (and Yours)

Keep your messages short, personal, and easy to respond to. Your Sequence should feel like a series of 1:1 messages, not a marketing blast.

A simple example:

  • Email 1: Quick intro + your travel dates + ask if they’d be open to connecting while you’re in town.

  • Email 2 (2–3 days later): Friendly nudge—reference something they care about (past gift, shared connection, interest area).

  • Email 3 (final follow-up): “I’ll be in town [dates], and if it’s not a good time for a meeting, happy to connect by phone or Zoom instead.”

Be sure to use personalization tokens (like first name or last donation date) and always set your Sequence to stop if they reply.

Time It Right

Start your outreach AT LEAST 2–3 weeks before your trip. That gives you enough time to schedule without overwhelming their calendar or making it feel like an afterthought. HubSpot allows you to set delays between steps, so you can stagger messages without manually tracking them all.

Bonus: Schedule your Sequence emails to hit inboxes in the morning or early afternoon based on the contact’s time zone.

Pro Tip: A “No” Is Still a Win

If someone replies to say they’re not available? That’s a success. You’ve started the conversation—and that opens the door to:

  • Suggesting a phone or Zoom call instead

  • Asking for a better time to reconnect later in the year

  • Learning something about their preferences or availability

The goal isn’t just to fill your calendar—it’s to build momentum in the relationship.

Track What Works, Then Refine

One of the best parts of using HubSpot Sequences is the data. You can see:

  • Open and reply rates

  • Who booked a meeting

  • Where people dropped off

Use that insight to refine your messaging, timing, and targeting for future trips.

Ready to Book More (and Better) Meetings?

Optimize Consulting helps nonprofits and fundraising teams set up custom HubSpot Sequences that drive real results—whether you’re planning a donor trip, major gifts tour, or quarterly cultivation push.

Let’s make your next travel window your most productive yet.

 

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