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

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Discussion Overview

This thread explores various strategies participants use to manage host guest lists and ensure timely submissions. Participants share their experiences with setting deadlines and following up with hosts regarding guest list submissions.

Discussion Character

  • Anecdotal
  • Opinion-based

Main Points Raised

  • One participant mentions struggling to receive guest lists in a timely manner, noting delays from hosts and the need for better communication.
  • Another participant shares their approach of setting specific due dates for guest list submissions, emphasizing the importance of these deadlines for planning.
  • Several users mention the effectiveness of reminding hosts a day before the due date to encourage timely submissions.
  • One participant highlights the need for flexibility, acknowledging that life can interfere with deadlines while still stressing the importance of timely communication.
  • Another participant expresses a desire to balance pressure with respect for their time, indicating that they follow up with hosts who miss deadlines.

Areas of Agreement / Disagreement

Participants generally agree on the importance of setting specific deadlines for guest list submissions, though individual experiences with flexibility and follow-up strategies vary.

Contextual Notes

Participants share personal experiences and methods for managing guest lists, reflecting a range of approaches to communication and deadline enforcement.

Who May Find This Useful

This discussion may be useful for consultants seeking to improve their processes for managing host guest lists and ensuring timely submissions.

wadesgirl
wadesgirl
Gold Member
Messages
11,383
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?
 
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.
 
lkprescott said:
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.
Click to expand...


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.
 
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..
 
Amen, Sister!
 
  • Thread starter
  • #6
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!
 

Frequently Asked Questions

What should I do if my host's guest list is submitted late?

If your host submits their guest list late, reach out to them promptly to discuss the importance of having the list in advance. Offer assistance in finalizing the list quickly, and remind them that having their guests confirmed helps ensure a successful event.

How can I help my host manage their guest list effectively?

To help your host manage their guest list effectively, provide them with a template or checklist to simplify the process. Encourage them to consider their target audience and to reach out to potential guests early, emphasizing the benefits of attending the event.

What if some guests on the list are unresponsive?

If some guests on the list are unresponsive, encourage your host to follow up with a friendly reminder. They can also consider reaching out through different communication methods, such as text or social media, to increase the chances of getting a response.

How can I motivate my host to finalize their guest list on time?

To motivate your host to finalize their guest list on time, emphasize the benefits of having a complete list, such as better planning for the event and maximizing attendance. You can also set a deadline for submission and offer incentives, like a small gift or recognition, for timely submissions.

What are some strategies for dealing with last-minute additions to the guest list?

For last-minute additions to the guest list, advise your host to keep the event flexible. They can prepare extra materials or food to accommodate unexpected guests. Additionally, ensure that the host communicates any changes to you so you can adjust your plans accordingly.

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