Help Preparing Jayme for a Feb Event

[Jayme]

I have a host that has booked for the end of Feb. She doesn't know what goes on. I am supposed to email her but I didn't want it to be too lengthly. What do any of you suggest that I tell her ?? Also I have been playing phonetag with her so it isn't easy to just talk to her that way.

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Jayme :chef:
NC
/jaymeskitchen

 

[Pam Duncan]

Jayme: Do you mail the invites for your hosts or do you let them do that?

 

[Jayme]

Clueless hostI haven't yet. I am wondering if I should with this host. Do you and is it worth it ?? How far out do you send them from the show date ??

Jayme :chef:
NC
/jaymeskitchen

 

[Pam Duncan]

Jayme: I would let her know that you are working as a team with her. And depending on if you mail the invites or if she does then let her know that that will be the first thing she will need to do. Let her know that over-inviting is GREAT! Explain to her that less than 1/2 usually attend. (I usually mail the invites out for my hosts, so I tell them that I will be their personal secretary. I also do the reminder calls for them also. So I can tell everyone at the shows that having a Pampered Chef Show is one of the easiest shows you will ever have.) I wouldn't give her too much info. to begin with. After she or you get the invites mailed out, then I would touch base with her again to go over more with her and ask her if she has any questions.

 

[JAE]

Send her one e-mail with just three important things, or maybe just one at a time. Ask her to please reply right away so you know she read it. Also ask her to let her know if she has questions. Ask her clarifying questions on each e-mail so you know she understands.
Definitely get her guest list with phone numbers. Tell her you put them in your P3 program ahead of time so you don't have to spend time doing it at the show. Do this even if she sends her own invites.

 

[Pam Duncan]

I send them out 1 and 1/2 weeks out. If you send them out too early, then the invites get lost on the counter, covered by other mail.

 

[JAE]

I haven't yet. I am wondering if I should with this host. Do you and is it worth it ?? How far out do you send them from the show date ??

Jayme :chef:
NC
/jaymeskitchen

I send mine out exactly two weeks before the show. It's worth it for many reasons. I put an RSVP by date and offer a gift if guests do so by the date.

 

[Pam Duncan]

To me, I think that sending the invites out myself are worth it. I ask the host to reimburse me at the end of her show when I close it out. If you send out the invites yourself, you know how many went out and about how many you should expect.

 

[pamperedtara]

I also send out the invites. It is worth it. I offer a small prize if they return the guest list to me by a certain date with 40 names on it. Everyone loves FREE! Really play up the 12 buying guests FREEBIE, too!

I had a booking from a show on Sat. afternoon, & sent her the e-mail Saturday night. First time I had included a "helper list" bc she told me she didn't know very many people. I told her to try to think of 5 people from each of the following categories: Friends, family, Church, Co-workers, People you know through your kids (teachers, coaches, etc), people you know through your spouse, people you do business with (bank, grocery, post office), & parents of your children's friends. Within 30 minutes , she replied that she had already sent out 25 e-vites through the website, and wanted to know if they would count towards her 40 names. By last night, she had returned the mail-out list with an additional 15 names on it!!

Helper List will now be standard in my request for guest lists!!

 

[Jayme]

I send mine out exactly two weeks before the show. It's worth it for many reasons. I put an RSVP by date and offer a gift if guests do so by the date.

For those gifts what are you talking about giving ??
Also do you give your host something for getting her list of people to you by a certain date ??

 

[Jayme]

how far out do you send the host packet and what is in it ??

 

[JAE]

No gift for the host who gives me the list by the date. I'm working on how to get my list in a timely manner. So far it's only been a problem with one host. After she blew me off for two show dates, I blew her off forever!
I give a recipe card to guests who RSVP on time. I don't really care if they remember for sure what date they called. I have the ones for this F/W season that HO made available to us, and ChefBeckyD sent me a couple of packs from a different season. I think they cost me $1 a pack and I purchased them at conference.

 

[Pam Duncan]

how far out do you send the host packet and what is in it ??

I usually give mine out at the show that they booked from. If not, I usually send them out the next day after I speak to them and get a date booked.

 

[Jayme]

what does it cost to send out an invite ??

 

[JAE]

how far out do you send the host packet and what is in it ??

Do you mean how far ahead of time do we send the packet? I send it as soon as I have the guest list. I include a letter with the information the host needs to know for a successful show (how to add orders, what is in the packet and how to use those things, etc.) The address labels are in packets given at the shows. Those are on top of everything under the letter because they are most important. One copy of the host and guest special (in black and white) and three copies of the outside order form, the show planning flyer and three catalogs. I know everyone does it different, but in my opinion, less is best. I'm overwhelmed with too much information and paper. I don't want to overwhelm my hosts.

 

[Pam Duncan]

Jayme: I give out prizes for those who have brought friends. I don't have alot of money to be able to give something out to everyone who RSVP's. Then I play a couple of games and give out additional prizes there. And one of them, they do get points for RSVPing, etc.

 

[JAE]

what does it cost to send out an invite ??

26 cents if it's a postcard.

 

[Pam Duncan]

what does it cost to send out an invite ??

$.26. The cost of postage for a postcard.

 

[Jayme]

when you do the invites do you hand write or use the computer ??

 

[JAE]

I use my computer. I have terrible handwriting, and I also print the address labels using Avery 8160's.

 

[ChefBeckyD]

how far out do you send the host packet and what is in it ??

I agree with JAE - less is best. But here is what I have in my host packets:

5 outside order forms
2 catalogs - I mostly book at shows - so figure they already have their own copy.
Recruiting Brochure from PC
Guest List form
50 guests in 5 minutes sheet
Show Planner
Host Letter
5-7 postcard invitations for them to use

 

[Jayme]

I had a booking from a show on Sat. afternoon, & sent her the e-mail Saturday night. First time I had included a "helper list" bc she told me she didn't know very many people. I told her to try to think of 5 people from each of the following categories: Friends, family, Church, Co-workers, People you know through your kids (teachers, coaches, etc), people you know through your spouse, people you do business with (bank, grocery, post office), & parents of your children's friends. Within 30 minutes , she replied that she had already sent out 25 e-vites through the website, and wanted to know if they would count towards her 40 names. By last night, she had returned the mail-out list with an additional 15 names on it!!

Helper List will now be standard in my request for guest lists!!

Do you have a flier for the "helper list" or just type it out ??

 

[ChefBeckyD]

Do you have a flier for the "helper list" or just type it out ??

Jayme - I think my 50 guests in 5 minutes flyer is very similar to what she is talking about.

 

[Pam Duncan]

My computer is old and will not open the template files - so I have to handwrite mine. No big deal. Although, it would be easier to hit a button and they are done.

 

[pamperedtara]

Jayme - I think my 50 guests in 5 minutes flyer is very similar to what she is talking about.

It is very similar - I just kind of rattled those off as I was typing since she said she didn't know many people. Don Funt had us do a similar exercise at Leadership & it stuck in my head!!