Invitations You Mail Out for Host

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Discussion Overview

The thread centers around the practices of Pampered Chef consultants regarding mailing invitations for host shows. Participants share their timelines, methods, and experiences related to sending out invitations and managing guest lists.

Discussion Character

  • Anecdotal
  • Opinion-based
  • Exploratory

Main Points Raised

  • One participant, identifying as a consultant, mentions asking for the guest list four weeks before the show and mailing invitations two to three weeks prior.
  • Another participant shares their experience of sending out invitations about 10-12 days before the show after receiving the guest list three weeks in advance.
  • Several users note that mailing invitations earlier helps ensure they arrive on time, as postcards may take longer in the postal system.
  • One participant describes a strategy of not providing the host packet until the guest list is received to avoid losing materials due to cancellations.
  • Another participant mentions that sending invitations has led to a significant increase in attendance and a decrease in last-minute cancellations.
  • Some participants discuss the importance of hosts personally inviting guests in addition to mailed invitations to build excitement.
  • One participant expresses curiosity about the costs associated with mailing invitations and packets.

Areas of Agreement / Disagreement

Views differ on the timing and methods of sending invitations, with some participants advocating for earlier mailings while others prefer closer timelines. There is no clear consensus on the best approach.

Contextual Notes

Participants share personal experiences and practices, reflecting a variety of approaches to managing invitations and guest lists for shows.

Who May Find This Useful

Consultants looking for insights into different strategies for managing invitations and guest lists for their shows may find this discussion helpful.

N
nikki70563
Gold Member
Messages
327
For the consultants that mail out the invitations for their host could you give me and outline time frame of how you do it how far in advance, etc?
 
  • Thread starter
  • #2
Anyone????
 
  • Thread starter
  • #3
bumping it up to get some input
 
I ask for the guestlist 4 weeks before the show.
I mail out the invites 2-3 weeks before the show.

If the show is booked closer in, I mail the invites as soon as possible. I find the postcards move more slowly thru the postal system so I like to give them ample time to arrive.
 
  • Thread starter
  • #5
thanks for the help
 
  • Thread starter
  • #6
bump.......
 
I do mine a little closer in - I have hosts give me their guest list 3 weeks in advance - I send them a reminder postcard from NANCY'S (grrrr.....but that's another thread!) 4 weeks out to remind them. In their host packet is a sheet to fill out for names, addresses etc..... and a SASE to mail back to me. They can also email them to me if they would rather do that. About 80% email them. I mail the invitations out 10-12 days before the show.
 
  • Thread starter
  • #8
Becky - do you give them there host packet when they book are after you get there list of names and what do you have in it?
 
nikki70563 said:
Becky - do you give them there host packet when they book are after you get there list of names and what do you have in it?
Click to expand...

I am not Becky but wanted to tell you waht I do - I no longer give the host packet until I get the guest list - I have lost too many catalogs by giving it to them w/o th eguest list only to have them cancel.
 
dannyzmom said:
I ask for the guestlist 4 weeks before the show.
I mail out the invites 2-3 weeks before the show.

If the show is booked closer in, I mail the invites as soon as possible. I find the postcards move more slowly thru the postal system so I like to give them ample time to arrive.
Click to expand...

How far out do you ask the host to give you the addresses?

Have you really found this to improve attendance? Doesn't it add alot more work to your already busy schedule?
 
dannyzmom said:
I am not Becky but wanted to tell you waht I do - I no longer give the host packet until I get the guest list - I have lost too many catalogs by giving it to them w/o th eguest list only to have them cancel.
Click to expand...

Congratulations on your TPC and diamond! Way to go Carolyn!
 
its_me_susan said:
How far out do you ask the host to give you the addresses?

Have you really found this to improve attendance? Doesn't it add alot more work to your already busy schedule?
Click to expand...

I am not sure which part your suggesting adds more work...so lemme see if I can address it all - LOL...
I begrudgingly started sending out invites for my hosts in Aug of '05. I was "testing it out" and was only going to do it for 2 months. I immediately saw a HUGE increase in attendance and decrease in cancellations.

The "gimme your guest list 1 month before the show" thing...I just started that about 6 months ago. It has saved me from the last minute cancellations. This way I know FOUR WEEKS out if a host is serious or not...and it allows me enough time to attempt to re-book that date. I tell them that if I don't have their guest list by 4 weeks out, I open that date up again, as I cannot afford to be unemployed for the night. Example - I had several flakey hosts in Marcg/April. But since they let me know 4 weeks out that they were flakes, I was able to open their dates up to other hosts...those hosts were then booking in WAY close so you are pretty sure they'll hold. SAved my butt big-time in April.

It's all no more time consuming than chasing down flakey cancelling hosts - LOL
 
its_me_susan said:
Congratulations on your TPC and diamond! Way to go Carolyn!
Click to expand...

Thank you ! :)
 
dannyzmom said:
I am not Becky but wanted to tell you waht I do - I no longer give the host packet until I get the guest list - I have lost too many catalogs by giving it to them w/o th eguest list only to have them cancel.
Click to expand...


I give them the host packet when I book......I only put 2 catalogs in the packet (plus they have their own from the show they attended) For me, losing a couple catalogs is cheaper than the $4.05 it cost to mail a packet priority mail.
 
dannyzmom said:
I am not sure which part your suggesting adds more work...so lemme see if I can address it all - LOL...
I begrudgingly started sending out invites for my hosts in Aug of '05. I was "testing it out" and was only going to do it for 2 months. I immediately saw a HUGE increase in attendance and decrease in cancellations.

The "gimme your guest list 1 month before the show" thing...I just started that about 6 months ago. It has saved me from the last minute cancellations. This way I know FOUR WEEKS out if a host is serious or not...and it allows me enough time to attempt to re-book that date. I tell them that if I don't have their guest list by 4 weeks out, I open that date up again, as I cannot afford to be unemployed for the night. Example - I had several flakey hosts in Marcg/April. But since they let me know 4 weeks out that they were flakes, I was able to open their dates up to other hosts...those hosts were then booking in WAY close so you are pretty sure they'll hold. SAved my butt big-time in April.

It's all no more time consuming than chasing down flakey cancelling hosts - LOL
Click to expand...

How much is postage running you? (Just curious about all of itI guess). I'm hesitant to do it still.
 
its_me_susan said:
How much is postage running you? (Just curious about all of itI guess). I'm hesitant to do it still.
Click to expand...

invites: 24c per postcard...30-40 per show
2.69 approx per host packet mailed 1st class w/delivery conf.
I mail a confirmation postcard (Nancy's) when the show is first booked 24c
I mail a letter with a blank guest list 6 weeks before the show 39c
I mail a reminder posctard to the host a week before the show 24c
After show closes I mail the receipts & a thank you letter - depending on teh size of the show this runs between 39c and 3.69
Well worth it IMO for the difference it's made in my sales/attendance
 
  • Thread starter
  • #17
Thanks for all the help - do you just mail the invitations and the host calls the guest to remind them are what?
 
nikki70563 said:
Thanks for all the help - do you just mail the invitations and the host calls the guest to remind them are what?
Click to expand...

Yep - I mail out the invites and she calls the guests.
 
dannyzmom said:
Yep - I mail out the invites and she calls the guests.
Click to expand...

I do the same.....and like Carolyn, I totally think it is worth my time - I'd much rather spend 20-30 minutes sending out invitations, than all kinds of time worrying about whether or not I'm actually going to have a show!
I started doing it 6 months into my business - I went to a training w/ Christie Northrup (AKA The Lemonaid Lady), and it was something she encourages doing.....well I had been through 6 months of shows cancelling the day of or day before, and I had a strong sneaking suspicion that for alot of the shows, it was because invites hadn't been sent, or had been sent too late....so decided to give it a try - my show average DOUBLED, and I have virtually no cancellations now.....at least, no last minute cancellations!
 
Does anyone have a letter they send to the hosts to get the invite list? Alot of my hostesses want to do it themselves to save me the trouble, but I'd feel better if I just did it myself.
 
I mail the invites for them, but tell my hosts that these should be treated as REMINDERS and that they should invite everyone personally (email, phone, etc.) to help build excitement and so that the guests know about it before they get the postcards.

I mail the invitations about 2 weeks in advance.
 
Mchongpchef said:
Does anyone have a letter they send to the hosts to get the invite list? Alot of my hostesses want to do it themselves to save me the trouble, but I'd feel better if I just did it myself.
Click to expand...

I've started putting this in my hostess packets. I have it copied on purple paper and stick it in the show planner along with an excel sheet on hot pink. Most hostesses prefer that I email them the document and type into it (i prefer this too b/c I can dump it straight into a mail merge and get labels)
 

Attachments

Tara,
Can you post your excel sheet as well please? Thanks.
 
Thanks for this thread. I've just started doing this as well, telling my hosts that if they have friends/family who are email people we can do e-invites or I will gladly mail out printed invited (I do full page invites on bright paper) for those who are less computer savvy. I can't tell you my results yet, as I took a slow April (my day job had me in tears on more than one occasion), so my May show is my first where I am implementing this. It's good to hear what everyone else does, so I can tweak my system and make this work. So thank you to all for your input!
 
Thank youThanks very much for your reply. I'm going to start using this right away!
 

Frequently Asked Questions

What should I include in the invitation I mail out for my Pampered Chef host?

When creating your invitation, be sure to include the date, time, and location of the party, as well as RSVP details. Highlight any special promotions or themes, and consider including a brief description of what guests can expect, such as product demonstrations or cooking tips.

How can I make my invitations more appealing to guests?

To make your invitations stand out, use colorful and eye-catching designs. Personalize each invitation with the guest's name and a handwritten note. You can also include a small sample or a fun recipe to entice them to attend.

Is it better to send physical invitations or digital ones?

Both physical and digital invitations have their benefits. Physical invitations can feel more personal and can be displayed, while digital invitations are quick and easy to send. Consider your audience and what they might prefer; a combination of both can also work well.

How far in advance should I mail out invitations for a Pampered Chef party?

It’s best to mail out invitations at least 2-3 weeks in advance. This gives your guests enough time to plan and RSVP. If you’re hosting during a busy season or holiday, consider sending them out even earlier.

What if I don’t get enough RSVPs from my mailed invitations?

If you’re not receiving enough RSVPs, consider following up with a phone call or sending a reminder message. Sometimes people need a little nudge to confirm their attendance. Additionally, you can ask your host to personally invite a few friends to increase turnout.

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