Managing Repeat Hosts - My 1-Year Anniversary Invite Strategy

[wadesgirl]

I send out my invites for my hosts. I have been doing this for a year March 1st and love it. My question is, I have a lot of repeat hosts (I mean ALOT!). How do those of you who send out invites handle repeat hosts? I have been trying to keep their guest list with their original Host Information Sheet and pulling it when they rebook. I offer to send them a copy and if they need to make any changes or additions they can do so. How does everyone else do this? I could see this getting crazy as I'm looking at the pile of Host Information Sheets on my office floor needing organized to keep this up.

The other options in my mind is to have them send a new guest list with each new party or to take the time to type in all the addresses and keep them electronically. I'm a great typer so this wouldn't be a big problem for me, just very time consuming!

 

[Teresa Lynn]

Once they send me the list, I make check marks next to each name as I address then I send it back with a handwritten note Use this as your RSVP list.
I do not keep the names or addresses, if the customer attends and fills out a DPS I keep that.
I have been sending invites for probably close to 8 years now

 

[ChefBeckyD]

I would say that about 80% of my hosts email me their guest list, and then I just store it, so that when they re-book, I can email it back to them and ask for revisions and additions.

If they mail it to me, I ask them if they'd like a copy to use as a guide when they rebook.

I keep a file for each of my hosts, so it just goes in there.

 

[whiteyteresa]

I type mine up on word - addresses labels

When I have a repeat host - I will print this list on regular page and give to the host. She will then make changes/add ons, etc

This has been great for me

I will then go back after the show - type in the order amount - red ink - if they attend or outside order - red ink. Then I will save it with a new file name - (first one 001-1 the second 001-2) then when I have a second show with the same host the files name is then (first one 002-1 the second 002-2) It may seem confusing but I have a system down and it takes no time

:chef:

 

[wadesgirl]

You know I suppose I could scan in each list then I don't have to type it all up.

 

[Koolotus]

I have a big old host binder, alphabetical. Then when nthey rebook on there first host coaching call I say let's take 2 minutes to go over the guest list I have for ya. Then I read off the names (usually just takes the first) Then I make revisions right on the list and have her send me the new ones, or if it's just a couple read them over the phone. I tell them it is a perk for rebooking with me, the biggest thing is already done. I had my 5th show with one of my host last night and we still use her same list. EASY!
Love it!

 

[wadesgirl]

I have a big old host binder, alphabetical. Then when nthey rebook on there first host coaching call I say let's take 2 minutes to go over the guest list I have for ya. Then I read off the names (usually just takes the first) Then I make revisions right on the list and have her send me the new ones, or if it's just a couple read them over the phone. I tell them it is a perk for rebooking with me, the biggest thing is already done. I had my 5th show with one of my host last night and we still use her same list. EASY!
Love it!

Okay so I'm not crazy for keeping a big binder with all this information! I was beginning to think it was too much!

 

[Koolotus]

Nope. not any crazier than me. I do go through it once a year and yank out those I do not wish to have another show with and check for duplicates.

 

[wadesgirl]

Nope. not any crazier than me. I do go through it once a year and yank out those I do not wish to have another show with and check for duplicates.

Yah, I have a few of those too!

 

[heather223]

I keep a file for each show that I keep all the information in. When they rebook I offer to send them a copy of the old list. I am trying to get them to type their labels into the label form in Word so that it is quicker for me and I can save it for when they rebook.