Sending Out Invitations for Host

[spoiledchef]

I'm with Tina...please share.

 

[Paige Dixon]

I tried the host coaching in person method and sending out the invites for them last fall, and it REALLY NEGATIVELY affected my business! I had more cancellations and the shows that did hold were exhaustingly small. They keep telling us not to re-invent the wheel, I was disappointed that it turned out this way. I can see the place for it: hosts who are too busy to possibly send out invites, I could do it as a service. In this case, I should probaly also sort and deliver the orders for her, too. Where do you draw the line on doing everything for the host? Pampered Chef is a superior direct marketing business because we don't have to deal with deliveries and such. One other place I can see beneficial: Bridal fair leads. While I get a ton of business from bridal fairs, it seems half cancel. I think the in-person coaching would start a relationship, making it harder for them to cancel. I would talk them into it by explaining that I want to make sure their shower is exactly as they pictured it, so let me buy you a quick cup of coffee and you can let me know how you picture your shower. (This is just to get them to the meeting, my real purpose is to build a relationship to ensure the show won't cancel.)

 

[chefjeanine]

Paige,

Perhaps you should do a test of which will work for you. . .in-person host coaching OR sending the invitations. Don't wear yourself out! I got tired just reading your email.

I have found great success (high attendance/sales and almost zero cancellations) since I've been sending the invitations.

I liked your idea about an in-person meeting for the Bridal showers. I do a fair amount of those and it would be nice to get a feeling for what they want.

 

[ChefBeckyD]

I have found it to be more lucrative to print the show information directly on the invitations. It saves on the number of labels I use per month. I use Microsoft Word for formating and printing.

I think we would all like to know how you format this


Becky Deemter
[email protected]

 

[DebbieJ]

I've been sending invites for the month of March and I have found it to be successful. Not necessarily in increased sales (my average has stayed pretty much the same), but it has given me hard data on the number of invites my hostesses actually send!

For example, one hostess mailed back her list with only 14 names! So I coached her to make reminder calls, ask people to bring friends, and gather outside orders. She had 10 people at her show and collected $250 in outside orders to . Not too bad for such a short list!

 

[reesefamily5]

"this case, I should probaly also sort and deliver the orders for her, too. Where do you draw the line on doing everything for the host?"

I don't sort the orders for anyone unless it's a special situation and here's why...By sorting through the products the host gets her hands on so many more products than what she herself ordered. I remember when I used to host shows and I sorted through everything I kept telling myself "Oh that's nice I want one of them too!" If there is a lot of things that she/he wants and didn't get they will be more likely to rebook. Or use their 10% off discount to buy more products!!

 

[baychef]

baychef -- do you do the reminder calls? I'm actually working on host letters as we speak (well trying to...lol).
Sorry I haven't replied...at this point I do not make the reminder calls, however, I may at some point.

 

[baychef]

Although I would love to print directly onto the postcard, my printer did not take well to this method.
I have attached my guest list and cover letter. I first send out a show reminder from Nancy's Artwork. Once the show is confirmed, I send out these two letters. I write in the date that I want the addresses back...usually 3 weeks before the show. Only after I have the list do I send out a host packet. At this point, if I do not have addresses, I call the host and I find out her reason for the delay and offer to help. If for some reason she can not do the show, this gives me time to rebook for that date.
I know the guest list looks very simple, but I am finding the quicker and simpler I can make it the better response I have from hosts. I have given away a few of the bonus levels. If a host hits my $20 level bonus, the show is somewhere over $800 but usually it is $1,000 or more so it is well worth it.
We all have to find what works best for our own business and lifestyle. That is the beauty of this business and the sharing of information is what helps us all try the next idea that just may work for us!

 

[chefjeanine]

Are your bonuses in addition to those already offered by P-Chef?

Thanks for some great ideas. I like the thought of not sending the host packet until I have the guest list in hand (though I do like to hand out packets at the show when I can).

I've been using the guest list that we can get on our Paperwork order form. . .but finding that hosts are really messy when filling it out. I may go back to filling in the names and addresses on my own.

 

[spoiledchef]

Do any of you use labels with show information to cover up the date, time, host, etc that's already printed on the invitation? I tried printing directly on the invite itself, but my printer didn't like that idea. So, I think I'm just going to type up the show info (date, time, host, location, phone) and put it on the invitations. At least that'll be ONE less thing to write. I also made up bring a friend/unable to attend labels to put on them. I thought about putting the "our consultant is: my name, address, etc" on the return section, but I don't know if I want my address/phone# and email to be going around in the mail so much. LOL! Any ideas on that?

 

[chefjeanine]

I print stickers that I put over the "fill in" part of the postcard. This is what I print on the stickers:

HOST: Suzie Host
WHEN: Thurs., April 20, 6:27 p.m.
WHERE: 37568 23rd Street
RSVP BY: April 13, (269) 555-5555

I also have a sticker I put over the P-chef website on the bottom of the postcard. This is what that sticker looks like:

Can't attend? Place an order
on your Host's show at:
www.pamperedchef.biz/xxxxxxxxxx

 

[baychef]

I like the idea of using your website if they cannot attend. I have attached what I currently use. I do have to do some "trimming" depending on the space they give us on the invitation, but it looks nice, professional and is eye catching.

My bonus is in addition to what PC offers. Not everyone takes advantage of it, however. I think I have only awarded two $20 and one $10 since I started it this past year. I am strict on them meeting the criteria. The two $20 ones I gave away were my $1669 show and a $1100 show. They also ordered quite a few items using their discount, so it just added to my sales. My show average has increased, cancellations are way down, sales are up so for me the pay off has far outweighed what I have given away.

Although I like the idea of giving packets out at shows, I carry the guest list and bonus letter with me to shows. If someone books in close, I give them these. Again, I used to just give or send packets out. With the cost of catalogs and postage going up, I have decided that what my upper upline suggested (thank you Sara Philbin) that she does would work. And it has! And again, I believe in the end, the cost is either the same or a savings because before if I had a cancellation, I never saw the catalogs again and if I mailed the packet I was out even more. It "seals" the date of the show in more too. Hosts now HAVE to FIRST think of who they are going to invite instead of worrying about what recipe they are going to make (which should be second).

I used to send out a blank sheet of labels for them to write in addresses. Although this saved a lot of time, I didn't get the phone number or e-mail (not that I get them ALL now, but I get a majority of phone numbers at least). Also, when the stickers were sent back and I tried to use ones that hadn't been written on, the sheet would get stuck in my printer.

 

[spoiledchef]

Thanks for those attachments Ann. I really like them. I'm offering my hosts a FREE mini-serving spatula if they give me 40 COMPLETE names/addresses. I should be getting my first guest list on Wednesday, so we'll see how this is going to work in this area. I do know some other direct sales companies that send invites out ALL the time. I'm going to give it a whirl and see how it works. Hopefully it'll increase attendance, sales, or BOTH! I'm also going to do the Hostess Scavenger Hunt for ALL shows to increase attendance. Do any of you use that...does it work (increasing attendance)?
Thanks for all of your GREAT ideas everyone!

 

[baychef]

Can't wait to hear your results! I do not do a scavenger hunt, but let me know how it works! I will sometimes do the "ask me about my job" game.
I focus on "quick" during the show, but take time with customers and hosts. I look for what customers need to solve problems or what they are curious about. My goal is to try to make it easy for them to do the party and that is why I offer the services I do. I find they are pleasantly surprized how well their shows turn out. Not all of my parties are huge, but I have finally figured out how to do no more shows a month, but to increase my income and business. Good luck!

 

[spoiledchef]

Okay, so, should I mail the invitations so that the RECEIVE them two weeks before the date, or do I mail them EXACTLY two week before??? I have a show on 4/22/06. Should I mail them out ON Saturday, the 8th, or do I mail them today/tomorrow so that they likely RECEIVE them Saturday, the 8th?

I know...that's probably such a silly question.

 

[baychef]

What ever works for you. I have shows on the 18th and 19th and just received lists today so they will go out tomorrow morning (I work a full time job besides PC). If the guests receive the invitation 14 to 10 days before the show, that is sufficient time. This is when reminder calls are so very important. Everyone is so busy, that sometimes we forget what is happening 2 weeks from today!