Host Hasn't Gotten Me Her Guest List

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SUMMARY

The discussion centers on effective follow-up strategies for hosts in event planning, specifically regarding a guest list for a show scheduled on September 12th. The participant emphasizes the importance of maintaining a positive relationship with the host by using supportive language and avoiding pressure. Techniques suggested include expressing gratitude, building excitement around the event, and gently inquiring about the guest list progress. The conversation highlights the need for clear communication and reassurance to ensure a smooth hosting experience.

PREREQUISITES
  • Understanding of event planning and hosting dynamics
  • Familiarity with effective communication techniques in customer service
  • Knowledge of follow-up strategies in sales or event coordination
  • Experience with email communication for professional purposes
NEXT STEPS
  • Research effective follow-up techniques in customer service
  • Learn about relationship-building strategies in event planning
  • Explore communication frameworks for reducing host anxiety
  • Investigate tools for managing guest lists and event logistics
USEFUL FOR

This discussion is beneficial for event planners, customer service representatives, and anyone involved in coordinating events who seeks to enhance their follow-up communication skills and build stronger relationships with hosts.

babywings76
Gold Member
Messages
7,266
In making a customer care call, I ended up getting a booking. She set a date and I told her how I like to make things easier for my hosts by sending out the invites. How this helps to make hosting that much simpler. I asked her if she could get me a guest list and then I'd send her a host packet. I asked if she was okay with doing things through e-mail or if I should mail the guest list form. She said e-mail was fine. I sent her the form to fill out through e-mail and also wrote a host coaching e-mail. I haven't heard from her, and I know it's my job to follow up. Her show isn't until Sept 12th, so there's a lot of time and I said that when she booked the show, so that she didn't feel pressure.Now I think back to Tammy Stanley's workshop and I'm wondering if I've messed up big time. I didn't follow up with her right away. Now time has gone by. I'm just wondering what words to use in this follow up phone call that will not put pressure on my host or make her feel guilty that she didn't do what she agreed to. What Tammy taught made total sense that now I'm nervous to call and say something that will push my host away.But like I said, there's still tons of time to get the ball rolling, I just want to be sure I say the right thing. Don't know if I should just let her know that I'm mailing out a host packet. Then she can choose to either e-mail me or use the provided stamped envelope to mail the guest list to me.
 
why not start with what Tammy suggested- and "thank" her...and start as if you have not talked to her at all.....use the words Tammy gave us to thank her for hosting a show, etc etc...then share the "secrets".. Get her excited, help her see the "why", not just the "what".I wouldn't come right out and ask about the guest list at first- but when you get to that part of coaching, just ask "how are you doing on your guest list?" If she's not done anything, maybe you can help her come up with some names by doing a 50 in 5 sort of thing. If she says she's got some names, ask her if she can tell you how many..and of course "that's a Great start!". :)See where that takes you from there and start building that relationship. Don't be the one paralyzed by fear to call her- since she's probably expecting you to sometime anyway. You are 4 weeks out from the show....now's when you'd probably start talking to her anyway. Maybe you can use the new product/catalog to build her excitement up- new recipes to try, etc.Good luck.
 
Hi there,I can understand your concern about following up with your host for the upcoming show on Sept 12th. It's important to make things as easy as possible for our hosts, and I'm glad that you've already sent her the guest list form and a host coaching email.I just wanted to touch base and see if you've had a chance to fill out the guest list form and send it back to me? If not, no worries at all. I just wanted to make sure you received it and that everything is going smoothly for you. I completely understand that life gets busy and things can slip our minds.Just a reminder, the host packet will be mailed out to you soon and you can choose to either email me the guest list or use the provided stamped envelope to mail it back to me. Whichever way works best for you.I'm really looking forward to your show and I know we still have plenty of time to get everything organized. Please don't hesitate to reach out if you have any questions or need any assistance. I'm here to make this experience as stress-free as possible for you.Thanks again for hosting and I can't wait to see you on Sept 12th!Best,
 

Frequently Asked Questions

What should I do if my host hasn't provided me with her guest list?

If your host hasn't sent you her guest list, it's a good idea to reach out to her directly. Politely remind her that the guest list is important for planning the party and ensuring that invitations are sent out in a timely manner. Offer assistance if she needs help compiling the list.

How long should I wait before following up with my host about the guest list?

A week is typically a reasonable timeframe to wait before following up. If the party is approaching, you may want to follow up sooner. Just be sure to approach the situation with understanding and support, as your host may be busy or overwhelmed.

What if my host is unsure about who to invite?

If your host is having trouble deciding on guests, suggest some categories of people she might consider inviting, such as family, friends, coworkers, or neighbors. You can also provide her with tips on how to create an inviting atmosphere and encourage her to think about those who would enjoy the Pampered Chef products.

Can I help my host create the guest list?

Absolutely! Offering to help your host create the guest list can be a great way to ease her workload. You can suggest potential guests based on your experience and knowledge of her social circle, and help her brainstorm ideas to ensure a diverse and engaging group.

What if my host still doesn't send the guest list before the party?

If the guest list isn't received before the party, don't panic. You can still proceed with the party by preparing for a general audience. Encourage your host to reach out to potential guests via social media or text, and remind her that last-minute invites can still be effective. Focus on creating a fun and engaging experience for everyone who attends!

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