Host Invitations: Tips for Gathering Names & Addresses - Expert Advice

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Discussion Overview

This thread explores various methods and experiences related to gathering guest lists and addresses for host invitations among Pampered Chef consultants. Participants share their approaches to facilitating this process and discuss the importance of obtaining guest lists for successful shows.

Discussion Character

  • Anecdotal
  • Opinion-based
  • Exploratory

Main Points Raised

  • One participant, identifying as a consultant, mentions offering to mail out invites for hosts and seeks advice on how to collect names and addresses.
  • Another participant shares their experience using a guest address list from supply orders and emphasizes the importance of clear instructions for hosts.
  • Several users mention the strategy of not providing host packets until the guest list is received, viewing it as a way to gauge host commitment.
  • One participant discusses an incentive approach, suggesting that offering a gift for timely submission of the guest list could be beneficial.
  • Another participant describes using an Excel file to collect guest information, including email addresses and phone numbers, to facilitate follow-up.
  • Several participants note that framing the request for a guest list as part of ensuring a successful show can motivate hosts to comply.
  • One participant recounts various formats in which they have received guest lists, indicating flexibility in how this information is gathered.

Areas of Agreement / Disagreement

Views differ on the best methods for collecting guest lists, with no clear consensus emerging on a single approach. Participants share a variety of personal experiences and strategies.

Contextual Notes

Participants discuss their individual practices and experiences without implying any official guidance from Pampered Chef. The conversation reflects a range of personal strategies and insights from the consultant community.

Who May Find This Useful

Consultants looking for diverse methods to gather guest lists and enhance their host invitation processes may find the shared experiences valuable.

Christ Follower
Christ Follower
Gold Member
Messages
4,976
I just recently started offering to mail out invites for my hosts. Finally one of them took me up on the offer. Here's my question...

What do I send her as far as labels or whatever. What do you have them do as far as getting you the names and addresses back to you. I need to send her the host packet soon!

Do I have her put all the names and addresses on a sticky label or what? Paper then I hand write them??? :confused:

Thanks in advance!
 
I use the guest address list off of supply order. As long as you tell them to WRITE CAREFULLY (tell them you have to pull them apart and use them as labels for the invites) you should be OK. (I give them two of these and a SASE and tell them to return it within THREE DAYS. If they give me 35+ names or more, I will pay for postage, otherwise I have her reimburse me.)

Since you don't have those right now, I would just ask her to email/mail you her list and you will need to hand write them out.
 
Oh...and if you want to do this in order to help with cancellations and low attendance, don't word it as you are "offering" just state that this is something you are doing as a service to all of your hosts. I just tell state it as "this is how I do my business..." not like they have a choice.

I am also NOT GIVING out host packets till I get their guest list- saves me $$ and I know up front who is going to flake out and not hold their show. No guest list = no show.
 
I was reading the current issue of Empowering Women yesterday. They were featuring a Jewelry company... Parklane. (Our house is for sale so when we have a showing I go to Barnes & Noble & read). Anyway, it discussed briefly their host program and what I found interesting is that their hosts get the "hospitality" bonus (not what they called it though) when they returned their guest list to the consultant within a certain time frame (3 days I think).

I heard on a conference CD that Renee Figlock gives her host a gift of a Suds Pump if she returns her guest list within a week. Then at the show, if she has $150 in orders BEFORE the show, she gives her a sample of the soap from the supply order form to put in the Suds Pump and says, "When you do what I tell you to do for your show, you're going to clean up too."

I was thinking that offering something to the hosts to get me the guest list would be a good idea but I haven't really had a problem getting a guest list from them. And I, like Kelly, don't give a host packet until I get the guest list.
 
I have been listening to Julie Weitz CDs that I bought at NC (they are AWESOME!! :thumbup:) and she says to give the host a sheet of 30 labels (include in their host packet).

She usually meets the host in person, but if you host coach by phone, you can include a SASE. She asks the host to get her a list of the top 15-20 people they want at their party (asking for more can seem overwhelming) and get the list back to her within a week along with the postage. They have space for 30 people if they want it.

You can offer an incentive for getting the list back, but you can also say that if you get the list back, it will ensure a successful show and they will be rewarded with great host benefits.

I haven't tried this yet, but I'm hoping it will work, because I do want to start incorporating it into my host coaching.
 
I use regular labels. Email this to your hosts and tell them to fill it out and save it and then email back.
 

Attachments

I ask for an excel file. I send a blank one with the columns I want - I include the usual address stuff but then add email address and phone number. They don't always fill those last 2 out but I still ask. I then just do a mail merge to regular labels. If I get emails or phone #s I do reminder calls/notes a day or 2 before.
 
I tell my hosts that it's part of what makes for a successful show. When you tell them it's less work for them, they jump on it. They have having to do one less thing. I've never had anyone turn me down. I've also had a host give me just email addresses so I will set it up on my website. When you have a guest list, it gives you an idea of how much your host is actually putting into the show.
 
We just discussed this also at our last cluster meeting.

My director has been giving them the list and they have to get it back to her within (I think) 3 days or by the time the host she book from closes or the host will not receive credit on the show for the booking. She said it has worked very well for her. It helps with the separate the serious ones from the flakey ones.

I just use a guest list sheet I found on here for the host to fill out. Then I print them on my computer.

Kelly V.
 
I've gotten the guest list:

1. As an Excel Spreadsheet
2. Typed in the body of an email
3. As a Word document
4. Handwritten and mailed to me
5. Handwritten and faxed to me
6. Printed from some sort of contact program and faxed to me
7. Handwritten and handed to me

I don't care how I get it, only that I do. I've not had a single show (knock wood!) where I haven't gotten the invite list early enough to send out the invites. Then I type them into a Mail Merge in Word, and print them on my invites.
 
  • Thread starter
  • #11
Thank you everyone!!!

I did order and have the mailing list from the supply order, I think. Is it the one with the carbon copy? It also has a spot on it that says will attend. Is that the one you're talking about? If so, they're not sticky, but perforated (sp?) so would I glue them on to the invites?

I do like the label/e-mail idea. If I can't figure these other things out then I think I'll do those.

What is SASE?
 

Frequently Asked Questions

What are effective ways to gather names for host invitations?

Start by creating a list of your current customers, friends, family, and acquaintances. Consider reaching out to past hosts and attendees of your events. Social media platforms can also be a great resource; ask your followers to share your invitation with their networks. Additionally, think about local community groups or clubs you belong to where you can connect with potential hosts.

How can I collect addresses for my host invitations?

You can collect addresses by asking for them directly when you reach out to potential hosts. Use online forms or surveys to make it easy for people to provide their information. If you have a customer database, ensure it is updated with addresses. For privacy reasons, always ask for permission before using someone's address for invitations.

What should I include in my host invitation?

Your host invitation should include the date, time, and location of the event, as well as a brief description of what guests can expect. Highlight any special promotions or incentives for hosting, such as discounts or free products. Make sure to include RSVP details so you can manage the guest list effectively.

How can I encourage people to respond to my host invitations?

Make your invitations personal and engaging. Use a friendly tone and express your excitement about the event. Consider offering a small incentive for those who RSVP, such as a chance to win a prize or a discount on their next purchase. Follow up with a reminder a week before the event to encourage responses.

What are some common mistakes to avoid when sending host invitations?

Avoid being too vague in your invitation; provide clear details about the event. Don't forget to proofread for any errors that could detract from your professionalism. Additionally, avoid sending invitations too late; give your guests ample time to respond and plan for the event. Lastly, be cautious about overwhelming potential hosts with too many messages; keep your communication concise and focused.

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