Princess
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Host Coaching Calls Before a Show: A Timetable
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SUMMARY
This discussion outlines an effective timetable for conducting three host coaching calls prior to a show, emphasizing organization and timely communication. The first call occurs three weeks before the event to address initial questions and logistics, while the second call takes place 7-10 days prior to confirm guest attendance and recipe selections. The final call, made two days before the show, focuses on last-minute details such as directions and RSVP confirmations. A streamlined one-page timeline sheet has been created to enhance organization and efficiency in managing multiple hosts.
PREREQUISITES- Understanding of event planning and coordination
- Familiarity with host coaching techniques
- Experience with calendar management tools
- Knowledge of effective communication strategies
- Research effective event planning software for managing multiple hosts
- Explore techniques for conducting successful coaching calls
- Learn about creating streamlined communication templates for hosts
- Investigate strategies for maximizing guest engagement and attendance
This discussion is beneficial for event planners, party hosts, and anyone involved in coordinating shows or gatherings who seeks to enhance their coaching and organizational skills.
R
RachelNguyen
I found the host sheets in the Recipe for Success to be a little cumbersome, so I created a single page one that covers a whole month. (6 hosts... add more sheets for more parties!) So far, it is really helpful. It isn't exactly what you are asking for, but it keeps me organized. Then, I put coaching calls on my weekly calendar to keep track of them.
I am attaching the sheet in case you are interested.
I am attaching the sheet in case you are interested.
kcjodih
Gold Member
- 3,391
I mail the host pack 4-5 weeks before depending how far away they live. I want them to have them 3 1/2 weeks before but not too long before that they forget where they put them 
I do my first call 3 weeks before to see if they have any questions, need more catelogs or invites, brainstorm who else they could invite etc.
My second call is about 7 - 10 days before again to see if they have questions or need anything, see how many have said yes and go over their recipe choices.
My last call is 2 days before where I get directions, whether I need a table, outside orders at that point, and an idea of how many RSVP's (use the excuse I want to bring enough catelogs and have enough of the recipe for ALL your guests to sample) and then remind her to make her reminder calls. I make this call around 7 so there's still time for her to DO those calls.
Hope that helps,
I do my first call 3 weeks before to see if they have any questions, need more catelogs or invites, brainstorm who else they could invite etc.
My second call is about 7 - 10 days before again to see if they have questions or need anything, see how many have said yes and go over their recipe choices.
My last call is 2 days before where I get directions, whether I need a table, outside orders at that point, and an idea of how many RSVP's (use the excuse I want to bring enough catelogs and have enough of the recipe for ALL your guests to sample) and then remind her to make her reminder calls. I make this call around 7 so there's still time for her to DO those calls.
Hope that helps,
Frequently Asked Questions
What is the purpose of host coaching calls before a show?
The purpose of host coaching calls is to guide and support the host in preparing for their show. These calls help ensure the host feels confident, understands their role, and knows how to effectively invite guests, promote the event, and maximize attendance and sales.
When should I schedule the first host coaching call?
The first host coaching call should be scheduled shortly after the host books their show, ideally within a week. This initial call sets the tone for the event and allows you to discuss the host's goals, the show format, and any promotional strategies.
How many coaching calls should I have with my host before the show?
Typically, you should aim for at least two to three coaching calls before the show. The first call focuses on planning and promotion, the second call can address any questions and reinforce strategies, and a final call can serve as a reminder and last-minute tips as the show date approaches.
What topics should be covered during host coaching calls?
During host coaching calls, you should cover topics such as the importance of guest invitations, tips for engaging guests, product highlights, how to set up the show space, and any special promotions or incentives for attendees. Additionally, discussing the host's personal goals for the show can help tailor your coaching to their needs.
How can I ensure my host feels prepared for the show?
To ensure your host feels prepared, provide them with clear information and resources during your coaching calls. Encourage them to ask questions, share their concerns, and practice their presentation if needed. Offering encouragement and positive reinforcement can also boost their confidence leading up to the show.
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