What's the Best Letter to Send When Requesting a Guest List for a Host Packet?

[heather223]

For those that won't give a host packet until they receive a guest list.... can you please post the letter that you use when you send the guest list?

I lost too many host packets last year and would like to not send the host packet until I get the guest list.

TIA! :chef:

 

[pcrae]

This is the letter I used recently.

 

[agraywolfe]

pcrae the document is locked.

 

[pamperedpals]

When you open the document, pull up the the forms tool bar and click on the lock icon and it will unlock the document.

I hope that makes sense.

 

[finley1991]

I don't send a letter... I just send the guest list. I'm cutting down more and more of what hosts have to read. Who has the time? Since I've stopped sending so much for them "to read" it's made my communication with them better. I call her before and explain that she'll just get the list and what she needs to do. Once she has it I call again to make sure she understands it.It's made me much more accountable in talking with hosts.

 

[LibrarianChef]

I, too, have been tossing around the idea of requiring my hosts to send me their guest list before I send them the host packet (host planner, 5 catalogs, order forms, additional invites, recipe lists, specials, etc.). Many of my packets are shipped out-of-town and I've had several shows cancel in the last 6 months that just didn't come together. Some of those were likely because of poor planning--the host either didn't get invitations out to guests or promote the show at all.

If I requested the guest list to get the part "started" so-to-speak, I would feel much better about the shipping costs as well as supplies costs involved in preparing for the show. I would also ask for phone numbers with addresses so that I could make the reminder calls a day or two before the show. To me, that step is imperative and it only helps my business for ME to take the time to do it. :thumbup:

 

[heather223]

I completely agree! I had a director that makes about $4,000 a month every month come to one of our meetings and she won't send a host packet until she gets the guest list. I am thinking that she is doing something right! :chef:

 

[pamperedgirl3]

I'm starting to do this in January--purely by laziness on my side! I needed to get the guest lists to the hosts last week to give them enough time to fill them out. I didn't feel like going to the post office to mail them, or to drive to the hosts' houses to drop them off. So I just put a note in with the guest list to fill it out & return it & that I would send a host packet when I got the guest list back. Figured I may as well see how this goes since I've already started with my January shows!

 

[LibrarianChef]

I completely agree! I had a director that makes about $4,000 a month every month come to one of our meetings and she won't send a host packet until she gets the guest list. I am thinking that she is doing something right! :chef:

WOW @ $4000/month. Is that in sales or commission? Incredible either way.

Yes, it just seems smart to get the list because it's like a serious commitment on the part of the hostess. They had to sit down, make their list, gather addresses and phone numbers, and be willing to get it to you. Once they do that, and have a date/time set, the party is ready to go on their end. I don't know why I haven't been doing this all along. I guess I was worried about the cost of postage and all, but it seems worth it in the end to KNOW how many invites were sent and to make those reminder phone calls to KNOW how many have RSVPed.

At a couple recent parties that I've had, the host assured me that she was contacting all her guests a day or two before the show as a reminder (when I offered to make the calls, myself). At my most recent one, when only three showed up she looked at me and said, "I ended up not getting to see a lot of them as I had planned on." Her sales were horrible and I felt so badly for her because she had been excited about this party for months. If I had done the legwork with her guest list things might have been much different.

 

[scottcooks]

Guest List Ahead is a PLUS+I offer my hosts a $20 bonus in free product, if they will let me be their secretary. I explain I need 2 means of contact for every name they give me, and they need to give me their guest list 3 weeks before their intended show date. I won't "stalk" their friends, and only use the names once for contacts for this show only. Finally, I offer that hosts who have taken me up on this, have had shows over $800 - and most of those that haven't have been under $300. I empower them with the information, and they decide!

I got my guest-list-ahead from on here at some point - it is enclosed, with other stuff from my host packet. I need to update them, but they are an awesome start.

Persevere - in the words of Donald Trump, "Never, ever give up." God Bless You - put into this business more than you think, and your rewards will be way more than you can imagine! In 2007 I knew only 2 of my 40 hosts before 2007 started!!

 

[Kristina21]

I offer my hosts a $20 bonus in free product, if they will let me be their secretary. I explain I need 2 means of contact for every name they give me, and they need to give me their guest list 3 weeks before their intended show date. I won't "stalk" their friends, and only use the names once for contacts for this show only. Finally, I offer that hosts who have taken me up on this, have had shows over $800 - and most of those that haven't have been under $300. I empower them with the information, and they decide!

I got my guest-list-ahead from on here at some point - it is enclosed, with other stuff from my host packet. I need to update them, but they are an awesome start.

Persevere - in the words of Donald Trump, "Never, ever give up." God Bless You - put into this business more than you think, and your rewards will be way more than you can imagine! In 2007 I knew only 2 of my 40 hosts before 2007 started!!

I love this concept!!! I have had SO many shows where:

A) Few people show up.
B) People showed up, ate and left. (very frustrating for the host let me tell ya!)
OR
C) The host canceled for "lack of interest" :yuck:

I'm gonna send invitations from now on! oh and Scott, I am so using your forms! They are fantastic!!!

K