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Essential Hostess Coaching
Send out the Hostess Pack – This should include 2-3 catalogs, a hostess letter, invites, order forms for outside orders and a few samples for her. It's critical you mail her hostess pack right away, even if her party is scheduled months ahead. Make sure your hostess letter is a clear overview of her date, time, what’s expected of her as far as refreshments, when outside orders are due and of course thank her for being a hostess!
Call your hostess 3 days after the booking was made - She will have verbally checked in with most people on her list, and if she hasn't done so, it will prompt her to. This preliminary check of compatible party date will give you time to change the date SOONER than later and she will be less likely to cancel.
Her email or postcard invitation should only serve as a follow up reminder to her verbal invitation-let her know that and remind her of that from time to time. She cannot rely on email or a postcard to get a response--this is an essential point to get across!
Connect with your hostess on and off line - Add her to your friends list on Facebook and then post a comment here and there on how excited you are about doing her show. Build a relationship and you build a hostess for life! Furthermore, she will less likely cancel. TIP: see if you can encourage her to 'create an event' for her party on Facebook and invite you as a guest (that way you can see the invitee list and make comments along the way.) or offer to create the event and make her an admin.
Your personal contact and enthusiasm is a contagious! If you are excited she will be too! If your hostess 'hasn't heard from anyone' coach her to know it is not unusual for people not to respond one-way or the other! It doesn't mean they're not interested. Encourage her to keep up her Facebooking, send reminder emails, and then--that final reminder call!
The most important call of all? Call her the day before to encourage her to make a final reminder call to her guests about the party. IMPORTANT: ask her to make a final courtesy call to all her guests, even if they have said 'yes'--as everyone is very busy and often forget! This last call from her is the one that can make or break the attendance for your party! Get her to make it and you will have less postponements or cancellations.