Managing Repeat Hosts - My 1-Year Anniversary Invite Strategy

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Discussion Overview

This thread explores various strategies participants use to manage repeat hosts and their guest lists for Pampered Chef parties. Participants share their personal experiences and methods for organizing and updating guest information over time.

Discussion Character

  • Anecdotal
  • Opinion-based

Main Points Raised

  • One participant, identifying as a consultant, mentions keeping a physical pile of Host Information Sheets and pulling them for repeat hosts, while considering electronic options for organization.
  • Another participant shares their experience of marking names on guest lists and returning them with a handwritten note for RSVPs, without retaining the names or addresses long-term.
  • Several users mention storing guest lists in files for each host, allowing for easy revisions when they rebook.
  • One participant describes using Word to create address labels and revising lists after shows, emphasizing their efficient system for managing repeat hosts.
  • Another participant suggests scanning guest lists to avoid typing them up, indicating a preference for digital organization.
  • One participant discusses using a binder to keep guest lists organized and finds it helpful during host coaching calls.
  • Some participants express similar sentiments about the value of maintaining organized records, with one noting they review their binder annually to remove unwanted contacts.

Areas of Agreement / Disagreement

Views differ on the best method for managing guest lists, with some participants favoring physical organization while others prefer digital solutions. No clear consensus emerges on a single effective strategy.

Contextual Notes

Participants share a range of personal experiences and systems developed over time, reflecting individual preferences and organizational styles in managing repeat hosts.

Who May Find This Useful

Consultants looking for ideas on how to handle repeat hosts and manage guest lists may find the shared experiences beneficial.

wadesgirl
wadesgirl
Gold Member
Messages
11,383
I send out my invites for my hosts. I have been doing this for a year March 1st and love it. My question is, I have a lot of repeat hosts (I mean ALOT!). How do those of you who send out invites handle repeat hosts? I have been trying to keep their guest list with their original Host Information Sheet and pulling it when they rebook. I offer to send them a copy and if they need to make any changes or additions they can do so. How does everyone else do this? I could see this getting crazy as I'm looking at the pile of Host Information Sheets on my office floor needing organized to keep this up.

The other options in my mind is to have them send a new guest list with each new party or to take the time to type in all the addresses and keep them electronically. I'm a great typer so this wouldn't be a big problem for me, just very time consuming!
 
Once they send me the list, I make check marks next to each name as I address then I send it back with a handwritten note Use this as your RSVP list.
I do not keep the names or addresses, if the customer attends and fills out a DPS I keep that.
I have been sending invites for probably close to 8 years now
 
I would say that about 80% of my hosts email me their guest list, and then I just store it, so that when they re-book, I can email it back to them and ask for revisions and additions.

If they mail it to me, I ask them if they'd like a copy to use as a guide when they rebook.

I keep a file for each of my hosts, so it just goes in there.
 
I type mine up on word - addresses labels

When I have a repeat host - I will print this list on regular page and give to the host. She will then make changes/add ons, etc

This has been great for me

I will then go back after the show - type in the order amount - red ink - if they attend or outside order - red ink. Then I will save it with a new file name - (first one 001-1 the second 001-2) then when I have a second show with the same host the files name is then (first one 002-1 the second 002-2) It may seem confusing but I have a system down and it takes no time

:chef:
 
  • Thread starter
  • #5
You know I suppose I could scan in each list then I don't have to type it all up.
 
I have a big old host binder, alphabetical. Then when nthey rebook on there first host coaching call I say let's take 2 minutes to go over the guest list I have for ya. Then I read off the names (usually just takes the first) Then I make revisions right on the list and have her send me the new ones, or if it's just a couple read them over the phone. I tell them it is a perk for rebooking with me, the biggest thing is already done. I had my 5th show with one of my host last night and we still use her same list. EASY!
Love it!
 
  • Thread starter
  • #7
Koolotus said:
I have a big old host binder, alphabetical. Then when nthey rebook on there first host coaching call I say let's take 2 minutes to go over the guest list I have for ya. Then I read off the names (usually just takes the first) Then I make revisions right on the list and have her send me the new ones, or if it's just a couple read them over the phone. I tell them it is a perk for rebooking with me, the biggest thing is already done. I had my 5th show with one of my host last night and we still use her same list. EASY!
Love it!
Click to expand...

Okay so I'm not crazy for keeping a big binder with all this information! I was beginning to think it was too much!
 
Nope. not any crazier than me. I do go through it once a year and yank out those I do not wish to have another show with and check for duplicates.
 
  • Thread starter
  • #9
Koolotus said:
Nope. not any crazier than me. I do go through it once a year and yank out those I do not wish to have another show with and check for duplicates.
Click to expand...

Yah, I have a few of those too!
 
I keep a file for each show that I keep all the information in. When they rebook I offer to send them a copy of the old list. I am trying to get them to type their labels into the label form in Word so that it is quicker for me and I can save it for when they rebook.
 

Frequently Asked Questions

What is the purpose of a 1-Year Anniversary Invite Strategy for repeat hosts?

The 1-Year Anniversary Invite Strategy is designed to celebrate and acknowledge your repeat hosts, reinforcing their loyalty and encouraging them to host another party. It serves as a way to maintain relationships, show appreciation, and create excitement for future events.

How do I identify which hosts to invite for the 1-Year Anniversary?

To identify hosts for your 1-Year Anniversary invites, review your records of past parties and look for those who hosted exactly one year ago. Consider their engagement level, sales performance, and overall enthusiasm during their previous parties to prioritize your invitations.

What should I include in the anniversary invitation?

Your anniversary invitation should include a heartfelt message expressing gratitude for their past support, details about the upcoming party, any special promotions or incentives for hosting again, and a reminder of the fun they had during their last party. Personalizing the message can make it even more impactful.

How can I incentivize repeat hosts to participate again?

Incentives can include exclusive discounts on products, a special gift for hosting, or a chance to earn additional rewards based on sales or attendance. Highlighting any new products or themes can also spark interest and motivate them to host another party.

What follow-up strategies should I use after sending the invites?

After sending the invites, follow up with a friendly reminder via text or email about the party, and ask if they have any questions. Engaging them in conversation can help gauge their interest and address any concerns they might have, ultimately increasing the likelihood of them hosting again.

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