Thank Your Hosts with Postcards: Tips & Frequency

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SUMMARY

This discussion focuses on the effective use of postcards as a communication tool for hosts in event management. A director recommended sending reminder postcards to reduce cancellations and increase attendance, which has proven successful. The suggested timeline includes sending reminder phone calls one week before the show, mail invites two weeks prior, and attendance-focused communications three weeks ahead. Additionally, a "Thanks for Booking" postcard is sent upon booking, and a "Thank You" postcard is dispatched after the show, utilizing tools like VistaPrint for custom designs.

PREREQUISITES
  • Understanding of event management communication strategies
  • Familiarity with direct mail marketing techniques
  • Experience with postcard design tools like VistaPrint
  • Knowledge of effective reminder scheduling
NEXT STEPS
  • Research best practices for direct mail marketing in event management
  • Explore advanced postcard design techniques using VistaPrint
  • Learn about effective communication strategies to enhance event attendance
  • Investigate the impact of reminder calls versus postcards on event turnout
USEFUL FOR

This discussion is beneficial for event planners, marketing professionals, and anyone involved in managing host communications to improve attendance and engagement at events.

heather223
Gold Member
Messages
1,564
I was wondering if anyone sends postcards to their hosts reminding them of their show... if you do what do you say on them and how often do you send?

We had a director come to our cluster meeting and she gave this suggestion, I didn't write down what her postcards say but I really liked the idea. She said she has also had a lot less cancellations and higher show attendenance if she sends the reminder post cards.
 
I use the ones that Nancy's used to have. I have to think backwards on this but I send them out as follows:
1 week before show: Reminder Phone Calls
2 weeks before show: Mail Invites Reminder
3 weeks before show: Attendance Is the Key
4 weeks before show: Key show dates

When they book, I also send them a "Thanks for Booking" postcard. After their show has shipped I send them a "Thank You" postcard.

Last I check, Nancy's website still had some on there.
 
I send postcards & emails. I used the ones from Nancy's artwork but am now making my own on VistaPrint.

I send a confirmation postcard & one on increasing attendance. My emails give online ordering instructions & host passcode to PWS.

I mail the invitations & make reminder calls so I don't send any postcards for those.
 

Frequently Asked Questions

What is the purpose of sending thank you postcards to hosts?

Sending thank you postcards to hosts is a way to express gratitude for their support and participation in your direct sales business. It helps to strengthen the relationship, encourages future bookings, and shows that you value their contribution to your success.

How often should I send thank you postcards to my hosts?

It is recommended to send thank you postcards within a week after the party to ensure the gesture feels timely and sincere. Additionally, consider sending a follow-up postcard a few months later to maintain the connection and remind them of your services.

What should I include in the thank you postcard?

Your thank you postcard should include a personalized message expressing your gratitude, a recap of the party highlights, and any relevant information about upcoming promotions or events. Including a small token of appreciation, like a discount or a recipe, can also enhance the gesture.

Can I use digital postcards instead of physical ones?

Yes, digital postcards can be a convenient and eco-friendly alternative to physical postcards. However, ensure that the design is appealing and that the message remains personal and heartfelt. Some hosts may still appreciate the tangible aspect of a physical postcard, so consider your audience.

How can I make my thank you postcards more personal?

To make your thank you postcards more personal, include specific details about the host's party, such as a memorable moment or a favorite product. Handwriting the message instead of printing it can also add a personal touch, making the host feel special and appreciated.

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