WAHM Forums

Hey everyone,


How much time do you give a potential hostess to book...and hold her show? For example, if you have a free calendar, do you book 1 week out, 2 weeks out???


How much time do you really need to get a good attendence? I am hosting a show at my house (fundraiser) and I want to hold it next Thursday. That means people will get the invites on Monday or Tuesday. Is that WAY too little notice???



What's your rule of thumb? One of our trainers said, "it's a party...not a wedding'...cracked me up! :)

I'd call all your guests now and then send out the postcard as a reminder to those who have told you that they will or might come. This way you know in advance how many will attend, and you can save postage on those who already have plans for next Thursday. Plus it gives you an opportunity to ask those who will not be attending if you would like to have their own show. (Run some type of special. Double hospitality gift)


I have run my parties this way this summer and it has really helped with sales. I just did a new catalog launch last night/afternoon. I called my guests before I sent out invitations. I ran into so many of my friends saying that they couldn't come that night because their husband was working or they hated to ask their husband to babysit (I know it is parenting:-) that I completely changed my plan. I had a daytime and a night time party. My day party was better attended. I would have missed out on over half my guests & sales & a booking had I not called ahead and discovered that I needed to offer a daytime option.


Hope it works well for you!
Marianne Hanson Independent Director for Big Yellow Box by Crayola

That is not too soon, it is great! Have her get on the phone and invite everyone. The ones that are booked that quick can be some of your most successful.


I had a gal call me yesterday and tell me that she wanted to do a show in January for her birthday. :D

As a general rule of thumb, I would call and personally invite people about2 weeks in advance, and send out reminder invitations about a week in advance. But, lots of people have spontaneous parties all the time! If I were you, I would call and not rely on the invite alone (just like we coach our hostesses to do).


In addition, when it comes to people booking parties, I think those of us who have been in the party plan industry for some time would all agree that, for whatever reason, the average person will book about 30 days in advance. Why? Who knows! Like you said, "It's a party, not a wedding," so why in the world do they think they need that much time! Frustrating, but that just seems to be the way it is, which is why some people offer incentives for people who book within 2 weeks or so.

My Tupperware director books her party the following week...if shes at doing a party on Thursday night, she'll book for the following week.


It'slike she says... your just shopping with friends, when you call up your friends to go to the mall, you don't call them up 2 weeks ahead of time and ask them to go -do you? This is how she trains us.


~Sandra

I agree w. Sandra and Mellonie,


Get on the phone! You will get a better response. Never be afraid of a short date. They can turn some awesome dollars!


Chris

I have to agree with the others. In my experience, my better shows have come from hostesses who have booked their parties with me within LESS than 10 days. Those who book 2 weeks or more out are trying to find the "perfect" date and situation for everyone...and something always comes up that disappoints them and they cancel.


For me, I like to book within a week or less. People typically know their family's schedule within a week to 10 days. Booking with shorter notice for a "shopping event" keeps excitement and a sense of urgency on hostess' part---so she won't procrastinate inviting friends or sharing the catalog for outside orders, and eventually blow off her job as "hostess".


I have had good shows that were booked well in advance, but those are few for me in the big scheme of things. I'd rather have 10 smaller, consistent shows with fewer cancellations than 1 or 2 huge shows per month--with the rest cancelling or rescheduling...making my "work" schedule difficult.

Now I have just the opposite response to most of you gals. I too have booked parties within one or two weeks from booking but only when I'm desperate for the booking. I find that when my hostess feels rushed and invitations have not had time to go out, there is usually a smaller turn-out resulting in smaller sales. Only when my Hostess is pushing for outside orders is when her sales reach the typical mark but in this case, she's usually not giving it her all because she's in a hurry and on a deadline. Most of my Hostess are very busy with careers, families, etc. to want to be rushed about anything plus their schedules are so tight as it is. I currently have bookings right now in October, November as well as December that I took at last Saturday's party. I tell my future Hostess: "It's best to book when it's convenient for you, not for me. Only YOU know when your family and friends will be available to come." That way too, they feel like I'm booking around their schedules and not the other way around. I DO treat the party like a wedding!!! I want the MOST in attendance with the MOST in orders and my Hostess (or bride) receiving THE MOST GIFTS she can possibly get. Because let's face it, I'm winning in this wedding too! I'm the Wedding Planner:)

Nikki...


You are so right...it does so depend on your area, your hostesses, your audience. There will be hostesses who's schedules will necessitate booking further out, but for the "average Joanne's" that I encounter here...those "busy" schedules aren't known that far in advance.You just have to know your target audience, the climate of your community and what works for you.


This is why directs sales/party plans businesses are a continual learning experience...there are so many variables---there is a great marketing pattern in place, but so many things that can make it work differently for other people.

Come to think of it, even if a hostess books within 2 weeks or over a month from now, I have found that the hosts who do actually pick up the phone and first personally invite everyone will have the better turn-out. If they want the invitation to do all the talking (so to speak) people just do not seem to respond as well to that. That's why, in my area, it's important to stress that these are "reminder" invitations.

So true Kasi & Mellonie! A personal invite always outweights the mailed invitation and you really have to know your Hostess or "target area" to determine if a one week to 10 day booking will work. Besides, any booking is better than none (that's my motto anyway).

I prefer one to two weeks out. I always have my calendar on me, so when I'm discussing booking I know if I'm available or not. A lot of people don't have their calendar with them, and need to check kids' sports schedules, hubby's work schedule, etc. before they can commit to a date. So I'll get them on my books, then call them within a day or two (I tell them in advance I'll be doing this) to confirm. Sometimes I'll book further out if that's what the hostess wants to do. But I'll keep in contact with her, instead of just showing up and she's forgotten. I find that if you get them on the books, they may reschedule, but they don't cancel.

our postcards are reminder cards and as a company we recommend that our hosts personally invite all of their guests via phone, and use the post cards as a reminder, something in writing. I also recommend they call and follow up that the reminders were received and RSVP's ware in!





Deb