Managing Your Event Paperwork: Host & Attendee Responsibilities

[jrb0328]

What does the hostess get to keep (in paperwork) and what do I keep?

 

[cathyskitchen]

Host:
Top copy of the order form (or PP receipt if you print them)
Thank you letter from PP
Host Summary form (top copy) - you can order these on supply - they're great for showing the host where she is at the end of the show and how much she needs to get to the next level.

Me:
2nd copy of the order form (yellow)
Show Summary Report (I print this for all shows "just in case")

I like to print the receipts on PP paper because they look nicer, show the guarantee for the products, and it's easier for the host to dole out the products using them. I always make sure I tell hosts to put a receipt in the bag with the products, not the order summary sheets she gets in the box.

 

[ccarp]

Hey ladies ~

I'm new too. My director doesn't leave anything with the host, so this is what I've been doing too. I enter the orders on P3 on my laptop at the show and give the guest their hard copy and I take the rest home with me.

Cathy.....should I be doing what you said in your reply?

 

[DebbieJ]

I don't leave anything with the host either. I add up her benefits and note it on her Show Planner before leaving. I send her receipts for herself and any outside orders and then she sorts via the sorting slips in her shipment. I haven't had any problems doing it this way.

 

[ChefBeckyD]

I had some issues with the product being shipped faster than I could get receipts to the host (for instance, had a catalog show that I closed Tuesday evening - and it was delivered Wed. afternoon! ) , so I started leaving a copy of the receipts with the host. Since everything is actually done electronically, I only stamp the top copy of the receipt, and then that goes home with the guest, the next copy goes to the host, and I take home the bottom copy.
Saves me money and postage this way too - and it's one less thing I have to do!

 

[iteachurkid]

I don't leave the top copy with the host either. Just let her know where she is as far as sales go. Then I update her with each e-mail I receive from her with an order after the show. I decided not to leave the top copy b/c of the credit card info. Most people pay with a credit card and I'm very careful with it. I can see a host finishing up her show and then throwing the top copies away, not even realizing the CC info is on them. That could be an identity thiefs field day

 

[ChefBeckyD]

I don't leave the top copy with the host either. Just let her know where she is as far as sales go. Then I update her with each e-mail I receive from her with an order after the show. I decided not to leave the top copy b/c of the credit card info. Most people pay with a credit card and I'm very careful with it. I can see a host finishing up her show and then throwing the top copies away, not even realizing the CC info is on them. That could be an identity thiefs field day

That's why the bottom w/ the CC info is perforated. I always tear that part off the receipt I leave with the host. Plus, the one you leave with the host is supposed to go in each guests bag when it's packed.

 

[KellyRedHead]

I take all the receipts home with me. Fill out the host show summary as to what her show sales are, who still needs to pay for their order and who is booking. This also tells them how much the next level of sales will get for them in free.

I print out the outside orders on PP3 and mail them with a thank you note to the hostess.

Kelly V.

 

[chefjeanine]

I keep the top copy (so I'm sure I can read/see their information), give the customer the bottom copy and the host gets the one in the middle.