Managing Host Guest Lists: What to Do When They're Late

[wadesgirl]

For those who send out the invites for your hosts, what to do you do to get the guest lists back in a timely matter? I have three shows right now, one just sent me the guest list last week after almost 3-4 weeks since the show she booked from. The other two are MIA. One show is two weeks from Tuesday so I'm calling her tomorrow if I don't get the guest list in the mail (I sent a reminder post card last week with important key dates on it) and the other isn't until the end of May. I told all of them I needed it back within a couple days to "lock" in their show date but apparently that and the host letter provided that restates that fact didn't sink in. What should I do differently?

 

[lkprescott]

I give a due date. I'm also flexible, I mean, life happens sometimes. But I tell them that it's important to get it in by the due date to 'lock in' their date, otherwise it's up to my discretion to open it up to a host that's motivated enough to get me their list. Well, I say it nicer than that sounded typed out. LOLI've found saying "a couple of days" does NOT work. Set a date like "by next Friday" or "By the 3rd" and why... "so that gives us time to get out invites and have folks mark their calendars"... so far my hosts have respected the due date.

 

[chefmeg]

I give a due date. I'm also flexible, I mean, life happens sometimes. But I tell them that it's important to get it in by the due date to 'lock in' their date, otherwise it's up to my discretion to open it up to a host that's motivated enough to get me their list. Well, I say it nicer than that sounded typed out. LOL

I've found saying "a couple of days" does NOT work. Set a date like "by next Friday" or "By the 3rd" and why... "so that gives us time to get out invites and have folks mark their calendars"... so far my hosts have respected the due date.

DITTO.....I call them the day before it is due to me as a reminder. I send them out 10 days to 2 weeks before their show, so it usually coincides with the 2nd host coaching call.

 

[lkprescott]

BTW, it's not perfect... I have a very busy friend who is 'still working on it' and I'll keep nudging her that she's past her due date and remind her that if someone else comes up and wants it, it's not secure for her til I get that list. She also does not receive her hosts package without that list... I'm not about pressure, however I am about valuing my time and helps give me a sense of really knowing what's going on instead of having a bunch of 'maybe' type stuff out there..

 

[chefmeg]

Amen, Sister!

 

[wadesgirl]

Sounds great, I like giving them a specific time to get it back to me. I just started doing this at the beginning of March so I'm working on it!