Effective Ways to Keep Your Host Updated: Sample Reminder Postcard Included!

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Discussion Overview

This thread discusses various approaches to keeping hosts updated when they book events far in advance. Participants share their personal experiences and methods for communication with hosts during the lead-up to the event.

Discussion Character

  • Anecdotal

Main Points Raised

  • One participant, identifying as a consultant, expresses uncertainty about whether to send reminder postcards to hosts who book far in advance.
  • Another participant shares their experience of informing hosts that they will not receive updates until closer to the event date, stating that this approach has worked well for them.
  • One participant mentions having a specific letter template for far-out bookings that they plan to share later.

Areas of Agreement / Disagreement

Views differ on the frequency and method of communication with hosts who book events far in advance, with no clear consensus emerging.

Contextual Notes

Participants are sharing personal experiences and practices related to host communication, particularly for those who are new to the role of consultant.

Who May Find This Useful

Consultants looking for insights on managing host communication and engagement for events scheduled far in advance may find this discussion relevant.

N
nhuis
Messages
3
Hi,
I have a host that booked far in advance, which is fine with me. My question is, should I send that host a reminder postcard every few weeks, until I send the packet to her? Does anyone have a sample? I am in my 4th month, so this stuff is all new to me. My director is really busy and never seems to have time to talk, which is why I have paid for a subscription here. I get some great answers and tips.
Thanks!!
 
When someone books far out, I tell them that they will not hear from my, but I have the date on the calendar. When it's time to start making plans, I will get in contact with them. If they need anything before then, they can call me.

I've never had a problem doing things that way.
 
I have a letter that I send out for far out bookings. When I get to the computer upstairs (where the document is saved) I will post it on here.
 
  • Thread starter
  • #4
I would really appreciate that, Thanks!!
 

Frequently Asked Questions

What are effective ways to keep my host updated about the party?

Effective ways to keep your host updated include regular communication through text messages, emails, or phone calls. You can also create a shared calendar for important dates and deadlines. Sending reminder postcards or messages a week before the event can help ensure everything is on track.

How often should I communicate with my host?

It's best to communicate with your host at least once a week leading up to the party. This frequency allows you to address any questions or concerns they may have and keeps them engaged and motivated. Adjust the frequency based on your host's preferences and needs.

What information should I include in a reminder postcard?

A reminder postcard should include the date and time of the party, the location, any special instructions for the host, and a checklist of items they need to prepare. You can also include a motivational message to encourage them and remind them of the benefits of hosting.

Can I personalize the reminder postcard for each host?

Yes, personalizing the reminder postcard can make it more effective. Include the host's name, specific details about their party, and any personal touches that reflect your relationship. Personalization helps to create a stronger connection and encourages the host to feel more invested in the event.

What should I do if my host is unresponsive?

If your host is unresponsive, try reaching out through different communication methods, such as a phone call or a direct message on social media. Be polite and express your concern for their well-being and the success of the party. If they continue to be unresponsive, consider sending a friendly reminder postcard to re-engage them.

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