Do You Mail the Invites for Hosts?

[finley1991]

They still RSVP to the host right? Do you make the reminder calls or do you have the host?

Yes... they RSVP to the host. I will offer to make reminder calls every now and then but usually not.

Also, on the flyer I have a couple of things:

1. I address the envelope to Mary Smith & Guest
2. On the flyer it says that there will be an on-time drawing. I give away free shipping. My shows start at 7:00pm and I do the drawing at 7pm and normally start my demo no later than 7:20pm. I'm usually on my way home by 9:15 - 9:30 at the latest.
3. At the bottom it reads, "Unable to attend? We'll miss you! Place your order on my website by xxxx."

Hope that helps!

 

[pamperedlinda]

Yes... they RSVP to the host. I will offer to make reminder calls every now and then but usually not.

Also, on the flyer I have a couple of things:

1. I address the envelope to Mary Smith & Guest
2. On the flyer it says that there will be an on-time drawing. I give away free shipping. My shows start at 7:00pm and I do the drawing at 7pm and normally start my demo no later than 7:20pm. I'm usually on my way home by 9:15 - 9:30 at the latest.
3. At the bottom it reads, "Unable to attend? We'll miss you! Place your order on my website by xxxx."

Hope that helps!

Since we all want to be like you Colleen.....will you post one of your flyers please?

Thanks!

 

[jrstephens]

Colleen,

Just a curious question. If you have an ontime drawing at 7, why does your show not start until 720? What do you do between 7 and 720. Just curious.

 

[chefann]

In a related question (for everyone...) if you do send the invites, what do you send and how has it affected your sales?

This fall, I started sending the mini catalogs as invitations, working on the theory that they are a) less likely to be lost than postcards; b) more likely to be noticed; and c) product info in their hot little hands, even if they can't come, makes guests more likely to place an order. However, I haven't noticed a significant increase in my sales (which could be caused by the economy or by my irregular show schedule making it hard to properly analyze the data).

Because of the lack of results, I'm considering changing to flyers in envelopes as a way to reduce costs. They'd be b/w copied onto color paper, to keep costs down. Does anybody use something simple like that and how has it affected your attendance and ordering?

 

[ChefJoyJ]

In a related question (for everyone...) if you do send the invites, what do you send and how has it affected your sales?

Because of the lack of results, I'm considering changing to flyers in envelopes as a way to reduce costs. They'd be b/w copied onto color paper, to keep costs down. Does anybody use something simple like that and how has it affected your attendance and ordering?

Ann - I have similar questions. I have thought of flyers, too. However, you have paper costs, copying costs, increase in postage (from postcards to envelopes). Would there actually be a noticable difference in costs compared to purchasing the postcards from HO? For those that mail something other than postcards...have you noticed it being worth it (as in increasing your sales/attendance) as opposed to the postcards?

Anyone care to post a copy of what they mail?

 

[wadesgirl]

Ann - I have similar questions. I have thought of flyers, too. However, you have paper costs, copying costs, increase in postage (from postcards to envelopes). Would there actually be a noticable difference in costs compared to purchasing the postcards from HO? For those that mail something other than postcards...have you noticed it being worth it (as in increasing your sales/attendance) as opposed to the postcards?

Anyone care to post a copy of what they mail?

For some of these issues, we get a great discount card for Office Max that you can print off CC. It cuts the price of black and white copies down the 3 cents and the last time I bought a ream of card stock, it cut the price down by a 1/3. I've always had good luck with the discounts that way. Saves me a lot of money.

 

[sfdavis918]

For some of these issues, we get a great discount card for Office Max that you can print off CC. It cuts the price of black and white copies down the 3 cents and the last time I bought a ream of card stock, it cut the price down by a 1/3. I've always had good luck with the discounts that way. Saves me a lot of money.

Don't forget FedEx Kinko's too. You can upload your documents online and have them printed so you just have to pick them up at the store. The quality is way nicer than what you can do yourself there. You can even have them delivered to you. I love it! It makes it really easy with small childeren that have to be lugged in and out of the car!

 

[pamperedval]

Ann and Joy,

Since September I have switched to the full page flyer invite over the postcards. For lots of the reasons that Ann mentioned - they don't get lost easily, they make it seem like more of a party than a place to come spend their money, you can fit more info on them etc.

I got some from Shellye Andrus (a senior director from PA who I met at conference and who swore that they really made a difference to her business and the cost was worth it). I'll try to attach one that I tweaked for one of this season's themes. Shellye does a lot of her own themes and just lets hosts pick which theme they want. I had luck offering the three that HO came up with...

I like using them because I can email it to the host and they can forward it or print some off themselves if they want. I also have mailed them in full sized envelopes with the hosts address as the return address and hopefully people are more likely to open them and post them on their fridge or something. They also say that if you bring two adult guests not already invited I'll give them 10% off their order. (I only had to "pay out" once on this, but it gives more incentive to bring extra guests and I come out ahead with just one guest...)

I am not sure how I will continue in the new year - I think I will stick with the flyers, but I might let my hosts be responsible for sending them out. It might have been a fluke - but when I got lots of names (45-50) and mailed them out myself, the shows had low turnout and weren't that great. And some of my hosts that had smaller lists and handed them out themselves had better turnout and shows... Weird.

Anyway, hope any of this was helpful.

 

[ChefBeckyD]

In a related question (for everyone...) if you do send the invites, what do you send and how has it affected your sales?

This fall, I started sending the mini catalogs as invitations, working on the theory that they are a) less likely to be lost than postcards; b) more likely to be noticed; and c) product info in their hot little hands, even if they can't come, makes guests more likely to place an order. However, I haven't noticed a significant increase in my sales (which could be caused by the economy or by my irregular show schedule making it hard to properly analyze the data).

Because of the lack of results, I'm considering changing to flyers in envelopes as a way to reduce costs. They'd be b/w copied onto color paper, to keep costs down. Does anybody use something simple like that and how has it affected your attendance and ordering?

I tried the mini catalogs.....and then I tried the full page flyer in an envelope. I didn't see any difference in attendance or sales by using those, so I have gone back to using the postcards. I do add some touches to those though.

I print labels with the show info in them, and also something about the theme.

For instance, my labels for a 30 minute chicken show - I use the Real Food Real Fast postcards, and the labels look like this:

THE INCREDIBLE 30 MINUTE CHICKEN SHOW!
Host: Becky Deemter
Time: Thursday, Nov. 15th @ 7pm
Location: 1234 Main St, Grand Rapids 49428
RSVP - Please! by Nov 13th to 616.555.1212

Then, on a label that I put over the PC website I say:

Can't make the Party? We'll miss you,
But you can still join in by ordering online @
www.pamperedxxxx.xxx/cookinwithbecky


Then I also add a sticker from Nancy (don't know what I'll do when I run out!)

"Bring a friend or outside order, and get a gift"

And finally - I handwrite the guest's addresses, and always address them as

"Becky Deemter & Friend"

 

[chefann]

What labels do you use, Becky? I don't like using the 6 to a page shipping labels because they cross over the line between the info area and the address area (I know, it's my OCD kicking in). But having 3 or 4 smaller labels looks bad.

 

[lacychef]

I used the mini catalogs for a long time. I enjoyed how guests came excited about the new products, & those that didn't come usually ordered out of that. I'm now using those for the first few months of the new season, then using color full page flyers, using b/w ink. Something bigger than a postcard so they don't get lost; & the bright colors get noticed.

 

[chefann]

Thanks for the input, ladies. I think I'll use the mini catalogs I have left, and then switch over to flyers on colored paper. In fact, maybe I'll use flyers for some of the fundraisers I have scheduled in January, as I can be a little more specific about how it works.

 

[lkprescott]

Here you go!

That's a great form! I think it's misleading that the host handout from HO only has hosts list name and phone number with no more room for address. It's been hard to convince hosts to handle invite when they see only names and phone numbers 'needed'. I think I'll start using a form like this instead!

Thanks!!

 

[chefjeanine]

This is the format that I currently use for my invitations (However, some of the sizes/fonts didn't transfer when I saved the document for you to see). Sorry, I don’t know how to post it in anything but Publisher.

I've been sending invitations and making reminder calls for over 2 years. If you can afford the postage (it's a write-off) and have the time (I address them while watching TV), I think these are two of the best things you can do for your business. If you haven’t started making reminder calls but are considering this step, I’d suggest calling at about 10:00 a.m. I WANT to get answering machines because it's much faster than talking to people. If my target person is not home and I get someone else, I ask if I may call back and leave a message on the machine. I know this will not work for those of you working outside the home but for you I suggest calling on your lunch break.

Here’s what I say on the answering machine (it seems long but I know it by heart and it goes quick).
“Hello Pam. I’m calling to remind you of Suzie Host’s Pampered Chef Show; it is tomorrow, December 13 at 6:27p.m. I hope you can join us and if you do and bring a friend, neighbor or relative who is not on her guest list I will have a gift for you. If you cannot attend but would like to place an order, get with Suzie or order online on her show through the website listed on the invitation you received. If you have not yet RSVP’d to Suzie, please call her today and let her know whether or not you’ll be able to attend. Thanks so much. Have a great evening and I hope to see your tomorrow.

I stopped sending postcards because they are more prone to getting lost in the mail. I send these full sheet "flyers" taped shut on the long end. If my Host is slow to send me her guest list, I'm fairly confident that I can send these invitations out as late as one week before the show and people will receive them in time to attend.

I do hand address these to "Jane Doe & Guest”. .for me it's as fast as trying to get stuff set up on my computer. Always put your Host's return address -- this way the guest knows who it's from and your Host will be aware if someone did not receive their invitation (it will be returned to the host) and can follow-up.

I love having room for the monthly specials and being able to explain how to order online on the show. I think this has been very valuable to my online show orders.

I don’t give out Host packets until I have received the guest list – there is no show until I have the guest list in my hand. If they book at a show and it’s a close date, I will ask them to take catalogs home with them so they can get people looking. When I get the list they get the outside order forms and a few other pieces that I send. I give them a SASE for return of the guest list and ask for it to be postmarked (when there is time) 3-weeks before the show. If they send me 45 names, addresses and phone numbers, I buy the ingredients for the recipe I'm making.

Thanks for the idea of adding an RSVP date. I'll be doing that from here on out.

 

[quiverfull7]

Do you print these yourself or use our discount at Office Depot?

 

[ChefJoyJ]

wow Jeanine - that sounds great! I like the idea of calling at 10 am (so not to get drawn into conversations) and it sounds like it really works for you! I'm a SAHM, so I can address the envelopes during my DD's naps (that's when I plan to work on my business anyway). You said you tape your flyers shut and don't use enelopes?

I'm getting such great ideas from everyone! I think that I will most definitely be mailing the invites for people. This way, I know that they are being sent out and that they are taking it "seriously". It is my business and means of income, after all. Also, I like the idea that several of you mentioned of not giving the host packet until you get the guest list - another idea I'm planning to implement!

I'm so glad I found this site!! Definitely helps with the feeling of being in business *for* myself, not *by* myself! :chef:

 

[ChefJoyJ]

unfortunately, I can't open publisher - anyone want to help convert? :angel:

 

[chefjeanine]

Do you print these yourself or use our discount at Office Depot?

I print these off myself.

 

[tinat51796]

Before I signed on as a consultant I hosted a show in August. The consultant who did my show (now my director) mailed me the address labels that you can get on the supply order form. they are in 3-ply so the top layer is labels and the other two are copies. She had me mail back the top layer and another one so that she had the list and I kept a copy to use to make reminder calls. She also said that if I gave her 40 names and addresses she would pay to mail the invites...if not I needed to mail a check for the postage with the labels. I didn't get my host packet with catalogs, OOF and extra invites until after she'd received my guest list. I didn't really think anything of it. Since I've signed up we've talked about her host coaching. she said that since she started mailing the invites it has really cut down on cancellations. I'm doing my business the same way and no one seems to have a problem with it. I'm actually sending the labels and a catalog and oof to my January and February hosts this week so that they can get a head start on earning those great host benefits.

 

[heather223]

I send the PC postcards for my shows. I also request that hosts give me email addresses and then I can send an evite for free. With evite I can check and see who is coming and who isn't and I save the cost of mailing the postcard. :chef:

Coleen- do you send a letter when you send the guest list? If you do can you post it? I am not sending/ giving host packets until I get Guest Lists anymore. I have had too many shows cancel.

Also how do you politely tell a host that if you don't get the guest list by a certain date that you will open their date for someone else?

 

[ChefJoyJ]

Jeanine - do you have a converted form for word? I can't open Publisher, but I'm really curious as to what your flyers look like!

Colleen - can you share your flyers with us?

 

[lkprescott]

Okay so I started this now with my first January show and so far so good. The host got me back the list and I got the invites out for her. I was really surprised that it worked so far but it has. Now I have a 2nd show in January it hasn't worked with yet. Today was their due date to get me back their form and not a word. I sent them a reminder (it's a co-host situation) so we'll see but I've told them that no reply means the date opens up and they'll have to reschedule. So we shall see...

 

[pattikake]

I have also started doing this with my January shows. I am anxious to see the results !

 

[chefjeanine]

Jeanine - do you have a converted form for word? I can't open Publisher, but I'm really curious as to what your flyers look like!

I'm sorry, I don't. Can anyone else help?

 

[baychef]

I just printed my stats for the last 5 years and her are the show average results. See if YOU can tell the year I started sending out invites?!?!

2003 $484.65 58 cooking shows
2004 $427.97 80 cooking shows
2005 $498.81 103 cooking shows
2006 $597.60 77 cooking shows
2007 $583.11 75 cooking shows

I started January 2006! The number of my shows has dropped, however, my team has grown since I became a director in 2004 so with overrides, production bonuses coupled with the show average increase...my pay checks are awesome. And I have a full time job other than PC.

Here is a copy of the cover letter and the guest list I send out. Now, do I actually cancel their party if I don't have it on time...well, yes and no. I have a party scheduled January 5th. She has ditched me before. I called yesterday and today and it must be she has gone into the Witness Protection program because she won't return my call. Tomorrow's message will be me cancelling her party. I will not send out invitations on Monday, only to have them arrive Wednesday for a Sat. party. She would have to reassure me that she would have at least 10 or more guests confirmed even without the invites sent.

I have several due tomorrow. If I do not receive them tomorrow, I will call them and give them a little longer but not much longer. Depending on the time of year, I won't automatically cancel, but if it is October, November or December...I will! Also, with February's specials...I will cancel because I know I can re-book them.

I am still going with the post cards. Thinking about changing to a flyer for awhile to see if that makes a difference, but I am probably going to concentrate on growing my team more.

Hope this helps!

 

[lockhartkitchen]

I send out all my invites! Since I started doing that I rarely get cancellations. I have gone from a "side job" with a few shows a month to a full calendar and earned $300 in spring products! It really works!

First, at a show I only give the 3-ply invite list (PC has) and give it to the host to be. I give her 1 week to get the list of 40 back to me (with my stamped envelope provided).

When I get it, I send her (or drop off if close) the host packet.

For invites:

clear avery address labels that I fill in the host information (when spaced properly it fits nicely).

Another label I put (not clear) on the bottom of the envelope that says:

Unable to attend? Order online for your friends show at:Welcome to In the Kitchen with Or call xxx-xxx-xxxx
Out of town or state catalog shows always welcome!

I then use the top sheet from the PC guests list (which is a sticker) and place on the card and send. Easy, and done while I watch TV.

 

[lockhartkitchen]

oops- Welcome to the kitchen ??? It should have said my web address. I was trying to cover up.

 

[pamperedlinda]

Wow! I just checked my stats:

I started PC in Oct 2005. From then until Oct 2006 I had my customers take care of the invites. I had 36 Cooking Shows in that time and my show average was $538.70.

In Nov 2006 I started sending the invites. From Nov 2006 to Dec 2007 I had 37 Cooking Shows and my average was $729.64.

Completely worth it! Give it a try for a full 3 months and see how much your paycheck increases.

Oh, also prior to sending the invites I had 1 $1000 show. Since I started sending invites I've had 10 $1000 shows!

 

[lockhartkitchen]

Awesome job Linda! I wish everyone would give it a try. My feeling is, it's OUR show not their show. If there's something I can do to have a bigger paycheck, I'm going to do it.