Managing a Large Guest List: Tips for Keeping Costs Down for Your Party

[jcsmilez]

Here is the blurb from this weeks PC NewsWire.

"We've expanded the Spring Catalog from 56 to 64 pages to better showcase our products, and add more food photography and recipes. As a result, the price of the catalog will increase to $20 for a pack of 25 and $49 for a pack of 100. When you see it, we're sure you'll agree the catalog continues to be an excellent value and an even more effective tool to grow your business."

Heh, I am usually on top of all the news, I guess I've been out of the loop this week. It all makes sense now.

 

[Becca_in_MD]

I've been thinking the same thing too. Last F/W season I did October/November/December with the holiday mini and didn't see much of a difference. I've been doing mini's again now since last March. I have not seen a big difference.

Hmm, glad I'm not the only one rethinking this. I started doing flyer with mini in Sept. I had not sent invites for my hosts prior to that. I have not seen an increase in outside orders or show average. I do feel that attendance has increased a little, that I'm getting more bookings, and that my cancellations have gone way down.

Now I'm panicking because I can't reach the rest of my hosts and they haven't turned in invite lists. I already had one show this month cancel. She never gave me an invite list and I can't reach her to reschedule. Two others have postponed without picking a new date. Now this Sunday's host is telling me she only has 4 people coming. I go from feeling really positive to hitting slumps like this where my bookings dry up all of a sudden.

I may switch to sending postcard invites, but I feel that postcards take a longer time than an envelope in the mail. I do encourage my hosts to do e-mails and phone calls in addition to the mail. Hmmm, more thinking to do about this...

 

[beckyjsmith]

My last host that invited 100 people had a $1900.00 show. The investment in postage was waaaaaay worth it.
I would, however, ask for phone numbers.
Good luck!

 

[ChefBeckyD]

My last host that invited 100 people had a $1900.00 show. The investment in postage was waaaaaay worth it.
I would, however, ask for phone numbers.
Good luck!

Becky - I can't ask for phone #'s because she left for vacation the day after giving me her list. She will be returning on the 25th, and her party is the 28th!

I did however, chat with her for a while about her list. about 8-10 are people who live out of town, and those we will be sending mini catalogs with instructions for ordering online. They are relatives and she is sure some of them will do an online order if they know she is having a party.

The rest - well, half are from her church/neighborhood, and she doesn't want to invite some, and not others. The other half are from the Coast Guard Auxiliary she belongs to, and the same thing applies there for inviting people.

I let her know that I really appreciated the extensive list, but I just wanted her to be aware that average attendance at my shows is about 1/3 -1/2 of those invited. She said that she's had many different types of home parties, and she's always lucky if she has 10 people there. However, she's never had a Pampered Chef party, and she did admit that she's never invited this many to a party before.

She ended the conversation by saying that she forgot a couple of people on the list, but she will just invite them with a phone call and a postcard from her Host Packet.

It was a very nice conversation, and she is really excited about her Party. Her attitude is that she doubts she'll have that many show up (I told her she's going to be pleasantly surprised!) but that she has a large house, and if she does have 40 people there, she'll just start telling them to bring their own chairs.


(We're doing the Loaded Baked Potato Chowder, and Biscuit Bites....I may borrow a 2nd DCB to do the Peanut Butter Dump Cake too.)

 

[wadesgirl]

Hmm, glad I'm not the only one rethinking this. I started doing flyer with mini in Sept. I had not sent invites for my hosts prior to that. I have not seen an increase in outside orders or show average. I do feel that attendance has increased a little, that I'm getting more bookings, and that my cancellations have gone way down.

Now I'm panicking because I can't reach the rest of my hosts and they haven't turned in invite lists. I already had one show this month cancel. She never gave me an invite list and I can't reach her to reschedule. Two others have postponed without picking a new date. Now this Sunday's host is telling me she only has 4 people coming. I go from feeling really positive to hitting slumps like this where my bookings dry up all of a sudden.

I may switch to sending postcard invites, but I feel that postcards take a longer time than an envelope in the mail. I do encourage my hosts to do e-mails and phone calls in addition to the mail. Hmmm, more thinking to do about this...

I mailed the postcards before I started doing the mini catalogs. I do agree that it feels better knowing that the envelopes may not get as lost as the postcards. I also started doing reminder calls at the same time. I have not noticed my attendance or show average going up.

 

[pampered1224]

I was using minis all last fall after NC and I too never saw a real difference so I stopped doing it and and using flier type invites customized and I can print so...
And get this, I also saw no difference in attendance with me mailing them after deciding to do so after conference or the host mailing or handing them out from before NC. So I don't know if anything we do differently actually works! Weird!
Anyway... who knows?

 

[ChefBeckyD]

I was using minis all last fall after NC and I too never saw a real difference so I stopped doing it and and using flier type invites customized and I can print so...
And get this, I also saw no difference in attendance with me mailing them after deciding to do so after conference or the host mailing or handing them out from before NC. So I don't know if anything we do differently actually works! Weird!
Anyway... who knows?

I don't mail them to increase attendance - I mail them to stop cancallations!

The one thing I have begun doing that has most definitely increased attendance is that I've started telling my hosts to verbally, and through email and facebook, invite their guests, and then I mail out the invitations one week before the party. I've stopped stressing if I don't have address lists a month, or even two weeks before the party. Whenever I get the list, I mail the invites. Doing it this way, instead of mailing the invites two weeks out, has increased my attendance. I used to plan on about 1/4 of those invited coming...and now, it's always 1/3-1/2...and I've had several where it was 2/3 to 3/4 of the people invited who attend!

 

[pampered1224]

You know what is odd here. I have only had two parties cancel on me in 8 years. I have had to cancel about 10 myself because of work and one that I could not get to because of weather and then one because I was so sick it wasn't funny. (My host still had her party with me standing by to answer questions and she did over $500 in sales and yes, I did try to recruit her!), but hey, that happens. Oh well. Keep us posted on the out come! I would love for you to hit it big!!

 

[danahv]

Wow! So, I have a host later in the month that I haven't heard from at all....she hadn't responded to the host coaching letters, emails, or the phone call I made.

Just now, she sent me an email - here is the body of it:

Becky,
Attached is my invitation list for the Pampered Chef party on Thursday, Jan. 28. What time is it going to be held? The list is extensive, but my past experience is, invite everybody & hope for about 10 people. I will be out of town from Thursday, Jan. 14 until Monday, Jan. 25.
Gayle


The list was an excel spread sheet, so I'm thinking when I open it up it will be 40-50 names, 60 tops.

Nope, not 40-50. Not even 70. This lady has 101 names on her guest list! It's going to cost me $50 (plus minis and envelopes and labels) to mail these out!

So - I'm thinking I either find a way to ask her to pare down her list (quickly as she is leaving for vacation!) or I just mail postcards. She won't be home until a couple days before the party, so I'm not sure how she's going to contact and make reminders....and I didn't get phone #'s, but she did give me emails for about 1/3 of them.

What would you do?

I would never ask a host to pair it down -
Did you get names, addresses, phone numbers AND/OR emails?
I would send e-vites - and check out the phone-vite too - I believe if you do 25 names at a time (even per day) you can get that service for FREE - have the calls go out around noon so it will leave a message on most answering machines. Then just do postcards - either PC ones - or design your own - you will need to get very cost effective on this one - but totally get ALL 101 invites out - only 1/4 will show up - and you will have a kick A$$ show - more than likely a $1,000 show
Keep us posted on this one.

 

[dannyzmom]

I would never ask a host to pair it down -
Did you get names, addresses, phone numbers AND/OR emails?
I would send e-vites - and check out the phone-vite too - I believe if you do 25 names at a time (even per day) you can get that service for FREE - have the calls go out around noon so it will leave a message on most answering machines. Then just do postcards - either PC ones - or design your own - you will need to get very cost effective on this one - but totally get ALL 101 invites out - only 1/4 will show up - and you will have a kick A$$ show - more than likely a $1,000 show
Keep us posted on this one.

Ok - I am a slow learner here...I can get PhoneVite service for free?
Can someone please walk me thru this?

 

[ChefBeckyD]

I would never ask a host to pair it down -
Did you get names, addresses, phone numbers AND/OR emails?
I would send e-vites - and check out the phone-vite too - I believe if you do 25 names at a time (even per day) you can get that service for FREE - have the calls go out around noon so it will leave a message on most answering machines. Then just do postcards - either PC ones - or design your own - you will need to get very cost effective on this one - but totally get ALL 101 invites out - only 1/4 will show up - and you will have a kick A$$ show - more than likely a $1,000 show
Keep us posted on this one.

Most of the questions you pose I've already answered in the thread.

Didn't get phone #'s for any - and won't since the host is on vacation.
Same goes for emails.

Also - my average for attendance is more 1/3 to 1/2 attend.


What I am doing (and I think I said this in a previous post....) is sending out full, enveloped invitations with the Mini, to all of those on the list that live out of the area, and also to about 30 others. Then I'll be doing postcard invites to the rest, but with a few added stickers to encourage attendance on those. I'm expecting 30-40 to attend, and told the host that, so she's ready for the onslaught!

 

[ChefBeckyD]

Oh - and did I mention that when I was talking to her, she realized she'd left a couple off the list....and she told me that the on-duty Coast Guard women, she was just going to hand deliver their invites, because she didn't want to mail invites to a Gov't address. That's another 15.


I just had a show where 36 were invited, 21 attended, 26 ordered, and we are closing the show @ $1450....I can only imagine what this show will be!

 

[mountainmama74]

When is it? I'm so excited to hear the end result!

 

[ChefBeckyD]

When is it? I'm so excited to hear the end result!

It's one week from today! The 28th. I'm excited too!

 

[littlemaisyPC]

Becky I love reading about your success stories. I know this show will be a great show. I can't wait to hear about the end result as well.

 

[ChefBeckyD]

Becky I love reading about your success stories. I know this show will be a great show. I can't wait to hear about the end result as well.

Thanks, Venus!


I'm using this show for some market research, too. Since it is such a big list, I am send part full invitations with the mini catalog, and part will get the postcard. Then, I can cross-check with the list and see the percentage that came from each way of sending invites. That should tell me something about whether sending out the mini catalog in an envelope is worth the extra cost...

 

[Becca_in_MD]

Glad you're checking your response rate from the different types of invites. That's the kind of thing I would do I'm just not having as much success from mailing the flyers and minis that you have, and I pretty much copied what you're doing in that regard. I haven't had time to sit down and really analyze my response rate. It's been on my "to do" list along with a ton of other stuff, such as revamping my host coaching which would probably help with it all.

This is going to be one killer of a show.

Glad your January shows have mostly held and you're having such success. I hope you win one of the TVs in the Games!

 

[Jolie_Paradoxe]

I love this "dilemma" and can't wait to see the results. Great idea on tracking the outcome of postcard vs mini. I'm interested in seeing some concrete data and can not wait to read how GREAT this show will be! Wishing for your BEST show yet!

 

[pampered1224]

It ain't even my party and I am excited too! I bet it will be FANTABULOUS for you!!

 

[smspamperedchef]

Wasnt this show this evening? If so, how did it go?

 

[shorelinecef]

I want to know,too! I'm on pins and needles! And I definitely will be interested to hear your response rate with the varying invites. Thanks for sharing this with us!

 

[ChefBeckyD]

Oh wow - I have to say that, although I hate to disappoint everyone - I guess my host was right. :cry:

Out of over 100 invites, she had 7 attend the show, and one outside order. Now, she does have a few more people that she said wanted to place an order, and two of those at the show asked if they could call me today to add to their orders they placed last night...but still....

Right now, sales are at $395, and I got a booking for a Cooking Show in Feb, and a Bridal Shower for April. Soooo, not a total letdown, but nowhere near what I would have expected for that many invites sent out.

Interestingly enough, of those who attended, 3 had received the catalog invite, and the other 4 got the postcard. The outside order (online order) had a catalog invite as well - so it was an even split.

Soooo, there you have it! I'm not going to lose money on this show, but it wasn't "the best show ever!" by any stretch of the imagination!

In all fairness though - the group that came was GREAT! They were a lot of fun, asked a ton of good questions, and made the evening a party! Out of 7 guests - I sold 3 DCB, booked a party because of the DCB, and 2 of the guests already had a DCB - so only one guest is still DCB-less.

 

[wadesgirl]

Oh wow - I have to say that, although I hate to disappoint everyone - I guess my host was right. :cry:

Out of over 100 invites, she had 7 attend the show, and one outside order. Now, she does have a few more people that she said wanted to place an order, and two of those at the show asked if they could call me today to add to their orders they placed last night...but still....

Right now, sales are at $395, and I got a booking for a Cooking Show in Feb, and a Bridal Shower for April. Soooo, not a total letdown, but nowhere near what I would have expected for that many invites sent out.

Interestingly enough, of those who attended, 3 had received the catalog invite, and the other 4 got the postcard. The outside order (online order) had a catalog invite as well - so it was an even split.

Soooo, there you have it! I'm not going to lose money on this show, but it wasn't "the best show ever!" by any stretch of the imagination!

In all fairness though - the group that came was GREAT! They were a lot of fun, asked a ton of good questions, and made the evening a party! Out of 7 guests - I sold 3 DCB, booked a party because of the DCB, and 2 of the guests already had a DCB - so only one guest is still DCB-less.

Bummer but you never know what will come out of it!

I know the feeling though I had one host invite over 70 people and only 2 showed up!

 

[Jules711]

It can depend on who they are inviting too. I just received an invite for a home decor type show from someone who was an outside order this summer and then ordered something from me around Christmas. Yes, that's it. No, I didn't go. I don't know her at all. She was good about following up though. I hope that her show was great, but if you invite people that you don't even know, you aren't going to get as good of a result. In this case, your bookings are really important too! Definitely have her check with people though b/c people forget to show up (or can't) and already picked would they would buy .

 

[Becca_in_MD]

Ah man, what a let down - for all of us! Thanks for the feedback on which invites worked. As Jules said, it probably had much more to do with who she invited and how well she knew them and how much they like her, which is hard to think but is sometimes true. Glad the group who was there was fun and moved your biz forward a bit. Your positive attitude helps, too. I hope your host had RSVP #s for you so you weren't expecting 50 people by the time you were shopping and prepping materials. I would have started freaking that I was going to run out of F/W catalogs by the end of Feb. if 50 people showed up.

 

[ChefBeckyD]

Ah man, what a let down - for all of us! Thanks for the feedback on which invites worked. As Jules said, it probably had much more to do with who she invited and how well she knew them and how much they like her, which is hard to think but is sometimes true. Glad the group who was there was fun and moved your biz forward a bit. Your positive attitude helps, too. I hope your host had RSVP #s for you so you weren't expecting 50 people by the time you were shopping and prepping materials. I would have started freaking that I was going to run out of F/W catalogs by the end of Feb. if 50 people showed up.

I had a pretty good idea of the count.

It's strange - because I did talk with her at length about her guest list...we went through it together - and I'm pretty sure that she knew the people she was inviting. She is a very nice lady, I really can't imagine people not liking her? She is good friends with another long time customer of mine, who is also a very nice lady. (she was one of the guests last night)

There was a lot of laughing and joking around between her and the guests who were there....the only thing that I can think of for people not coming is that she lives in a rather remote area, and the roads/streets around where she lives can be very confusing, and not always really safe in winter driving.(DH got me a GPS for Christmas specifically for parties in this area - it's the only place where I get lost!) It was snowing last night, but it was fine on my way there - just a bit slippery on the side roads ( a given in winter in MI) but it did snow during the party, and it was a bit dicier on my way home.

 

[NooraK]

I have been trying to encourage my hosts to do more personal inviting and to use the postcards as more of a reminder. I am resisting mailing out the invitations because although I can deduct it in my taxes, it still is an expense. I let my hosts know that if they are excited about the party and invite their guests in person or by phone, that excitement will be contagious and her guests will be more interested in attending.

What I would like to do is incorporate some of what Tammy Stanley says on her free report on her website into the inviting. I want to come up with some wording to give to my hosts so that they can intrigue their guests. Something like "do you want to learn how to put a healthy, restaurant quality meal on the table in less than 30 minutes without turning on the oven or the stove?"

 

[pampered1224]

Thanks Deb for the info! Hey, almost $400 and I bet you break that before you close, and bookings is very good! We all know we will never know what is really going on behind the scenes so we simply have to take it as it comes. We can work hard and get nothing but then again we can work hard get a payoff. Sometimes we can do nothing and get a great return. I did a catalog party for someone in Texas and she hit $901 in sales - I did nothing. So... You just never know. I had a party on the 6th of January. My host wanted to handle the invites herself and did it basically by e-mail. I know she sent out about 31 e-mails. She did hand out about 10 of the invited I sent her. So 41. Now, the night before the party she had 4 YESES. That was it. She was a little upset and actually wanted to cancel her party! I told her that the odds of 100% RSVPs was very slim. We had 9 people show up and three outside orders and $523 in sales and 4 bookings of which one has already been held on the 2nd of this month! One is March 6th and she is very excited about the new products! So, I always look at it as a crap shoot. My new motto though is this, "If it qualifies as a party, I did good." That is all we can ask for! I have to say it is interesting to hear the stats about invite type. You would think that the extra money on the minis would have made a bigger difference. Oh well! Fate is a funny thing!

 

[ShelbyMichalek]

This weeks e-news from Pampered Chef said that the catalogs were increasing in pages (and cost!).

I didn't like this at all. They did increase in pages, but if you compare the paper material in the new ones to the older ones, they're using a lower quality paper. For the 8 or so extra pages and using lower quality paper I think it's ridiculous that we'll pay more.

Not happy about this

 

[crystalscookingnow]

I really thought the catalogs were nicer quality this year. They feel like a novel! So nice.