Key 2A: Host Coaching- How to Have Happier Hosts!

KPC-Key2A- Have Happier Hosts

It is not necessarily what you do AT the party, but more importantly, what you do BEFORE the party that makes it more successful!

In a snapshot: Encourage your hostess to make reminder calls to guests, and to get orders and bookings before the party, so she will have many guests attend, and the party will be successful. It is not necessarily what you do AT the party, but more importantly, what you do BEFORE the party that makes it more successful!

These items and training help you make sure to follow up on all the Success Steps with your hosts.

The information in this training and using the products mentioned can have a very dramatic impact on your business. The number of contacts you make with your hosts, including the encouragement and information you give her, will determine the success of your parties.

Please, take the time to follow these steps to coach your hosts to success. Many of your hosts have either never had a party before, or have not been taught what to do to make the most of their parties. That is part of your job, coach them into making the party successful for both of you. The time you take to work with your host BEFORE and AFTER each party will make the difference!

EB2128- Follow up and Follow Through Erase Board

Use this board to make sure you are following ALL the steps to success with your hosts!

Plus, your hosts will be more likely to book again if they had fun and earned lots of host gifts. See the the “Success Steps” Erase Board EB2128 checklist to help YOU keep track of each party and host. This checklist should be put on your fridge or somewhere handy in your home.

Why? Well, have you ever been making dinner, thought about your hosts, and remembered that you need to give one of them a call, but your planner was in the car or in another room? How much easier would it be if that information was right there, handy, so you could “multi-task” and make a few phone calls while making dinner?

Here are the Steps to Successful Parties:

1. Give each hostess a “host packet.”

Make a classy impression by presenting your customer with a host packet as soon as she books her party. Make several up in advance and take them to each party. These packets should let your hosts know what they need to do for their parties, and get them excited about it. Use stickers to remind hosts of what they need to do. The “10-5 2” and “Outside Orders” stickers can be used on or in your folders, letters of explanation, on the front of postcard reminders, etc. (Use our HOST FOLDERS V2670 and be sure to include the NEW Preferred Hostess Card BC2607.  (See Key 2B: Training- Prepare Host Packets, for more details.)

2. Send a confirmation postcard immediately!

Immediately after you get a booking, send a postcard to the hostess. (We offer several different designs all available with text (T) or with just the graphic (G) or that WE can personalize for you- PR) These postcards will confirm the date and time and let her know you are excited to work with her. Add a personal note. The front sides of our postcards are completely blank so you can put the “I’m Watching for Guest List” sticker (S23087) or these stickers on them.

It is SO IMPORTANT to get a guest list so you’ll have those names, addresses, and phone numbers for future use! Even if the host is going to send the invitations, you’ll want the info of the guests so you’ll know how many to plan on. You can also use the list to see who did not attend the party, then you or your host can call those people and try to generate more sales. Plus, you can add them to your mailing list, etc. For more information on WHY and HOW to use a guest list see  FREE TRAINING > T2-Hosts  > T2-02 Guest List. on our website

Use the SSK2B stickers when working with your hosts. They are sure to get read when you put them on any of these postcards. The “Committed” sticker reminds her that this is your job and important to you. The “Invite Frank” gets her thinking of who to include on her guest list. The ”Call them ORDER” is to use when following up to remind her to make the “After Party” calls. And the “As a Host earned” reminds her of the rewards she received for doing her part as a host.

3. Let her know you’ve mailed the invitations, (or remind her to mail them.)

We recommend that YOU take care of mailing the invitations. I know, it’s been said, “It’s expensive to mail them. The hostess can pass them out and it doesn’t cost anything.” But, do you know the number one reason that parties are postponed? It is because the host didn’t get the invitations out in enough time. So, how expensive is a postponement? Is it MORE than the cost of the postage? I know, that’s not the REASON she tells you, but it is a fact. The delay is usually not intentional, your host may just be busy, or she may forget to mail them in time. Think about it, who is it more important to that the party holds on the night scheduled? As your host sees it, she can just reschedule it for another night, but to you, it is like your boss calling you and telling you that you are not needed at work that night. You don’t get paid if the party doesn’t hold and how many potential parties and sales do you lose when things are delayed? When you take all these things into consideration, your time to send the invitations and the cost of postage is cheap! When YOU mail the invitations, YOU know that it gets done, and when!

However, occasionally there are times when your host will mail the invitations so we offer this postcard to send her as a reminder to get them in the mail.  You could also write it on the “Thank you for doing your best” postcards (PP20277C) or on the “You are a terrific hostess” postcards (PP20564C) that come without text so you can print or write anything you want. 

Once you’ve mailed the invitations, let your host know by calling her or sending a postcard. The PP20516T is great or you can print a notification on the “I’m so excited postcard” PP20276C.

4.  Encourage your hostess to call her guests to remind them of the party.
 Make a note in your planner a few days before the party, to mail your hosts a  “call to remind them” type postcard.  Use the FREE TEMPLATES we offer under the DOWNLOAD TAB of each item to type your own information or you can purchase them with fill-in-the-blanks text. Using the printable version you can also include information about what you expect from her that night, what she can earn, and the extra benefits of getting outside orders and early bookings.  This will get her more excited!  Or send a note with the “If you call them… they will come” sticker on it (S20396). 

Those phone calls made by your hosts can literally make or break your party.  Do whatever necessary to encourage your hosts to make those calls! 

Here’s an idea to get your hosts to make those calls:  Put a “unique” sticker like Gifts for all occasions” (S40427) or “Book Before the Show” (PR21017) (or any of the Key 4 stickers) on just 5 of the party invitations you are sending  out.   The Book ones is especially good because when the host finds the guest with that sticker she can encourage her to book before the show!

Challenge your hosts to find which 5 guests received those stickers.  Put the sticker that says “Call your guests to earn more credits! (LS2259) on your host’s reminder postcards.  (Remember to include whatever sticker she is looking for directly under the sticker so your hostess knows which sticker she is asking her friends to look for.) 

During your host coaching tell her you will be doing this and if she makes the calls and finds the 5 people, you’ll give her something special.  Remind your host to tell those guests that THEY’LL receive a prize when they bring their invitation to the party.  (Be sure to put a mark on your copy of the guest list by the 5 guests whose invite you’ve put the sticker on and bring it to the party.)  

Just think what this can do for you!  It encourages your hosts to make the calls and encourages greater attendance to your party!  Tell your host that she receives something more if all 5 guests come to the party!

To make her feel special and encourage her, put this “Hostesses like you make my day” sticker (S21101) on the front of the postcard by her name.  Also, if you put a KEY 3- Increasing Attendance Sticker such as “Bring a friend, receive a free gift” (S30310) on the guest’s invitations,  be sure to include one on your host postcard as well, this reminds her to remind her guests to bring their friends, etc. when she’s calling. 

I know some consultants who offer to make the calls as part of the service they offer.  For those who are “stay at home moms” they may be able to work it into their schedule more easily.  That’s great because you must, DO whatever you need to do to be sure the calls are made.  This makes a HUGE difference to your attendance. Oh, and be sure to remind them to offer catalogs to those who can’t attend.  You could even put that sticker (LS2208) on the front of the postcard reminder.

5.  Use Stickers to remind and encourage hosts.
The SSk2 COMBO sheet of Host Coaching stickers make it easy for you to remind your hostesses to get outside orders and bookings, to work hard to become a “Preferred Hostess,” and to get excited about earning discounts, etc.  This combo sheet is printed with training information on the back.  It is a great tool to use as gifts or training for your team because they can try a variety of slogans, see which ones they like, and later purchase full sheets of the specific ones they want. 

6.  Call your host a day or two before the party to confirm and meet  her needs.
This call is important. Be sure to ask her how her reminder phone calls are going, how many people she is expecting, if she has gotten outside orders or bookings (so you can bring more host packets), how many catalogs she needs to give to people who are not attending, and if there is anything specific that she wants you to do or to cover at the party.

This is where you would confirm your expected time of arrival, how long it takes to get to her house, travel instructions, that she has a table for your display, or whatever you need to know.  If she is not home, leave a message and ask her to please return your call.

7.  Arrive early enough to set up, spend time with the host and guests, and be relaxed.
Use this time to get to know the needs of your host  and guests! You’ll want to find out what their looking for, how you can be of service to them and share the benefits of joining your company.  Help them feel comfortable and get them excited for your presentation.

This time is especially important in building relationships for the future.  Your host’s subconscious (or conscious) reason for having the party may be because she wants to get to know you better.  This is where you set yourself apart.

Your “meet and greet” time is extremely important in understanding the needs of your guests.  Keep your guest list on a clipboard and make notes about people as they arrive.  This will give you valuable information about your guests and enable you to mention specific items during your demonstration.  For more details about using your guest list look for Guest List under FREE TRAINING >

on our website.  Putting this  training idea into action will make you money! 

8.  Recognize and thank your hostess in front of her guests.
Thank her for the opportunity of letting you into her home.  Let the guests know that she has been a pleasure to work with and give her a little gift.  Or, put a magnet on her fridge when you leave, so she’ll know that she’s appreciated.  (Use the “Thanks for being such a wonderful hostess” printable sticker (PSB2305) on a magnet (M10).  Doing this not only makes your hostesses feel good, but the guests may want that same type of recognition and decide to have a party!
9.  Close the party and send a personal “thank you” note.
Before leaving the party set up a time that you can meet with her to “close the party.”  Prior to that date send her a reminder postcard so she’ll have everything ready.    Meet or call her on that date.  As an added reminder for her to call her friends to get orders put the “If you call them they will order” (PR20309) sticker on the front of the “close” postcard.

Then, once all of the product has been delivered and the loose ends are wrapped up, send your host a “thank you” note.  (The “Thank you for inviting me into your home” P20517C or our other “Thank you” postcards in Key 5 work great.)  I suggest that you personally handwrite it so she knows it is sincere.  Remind your host how much she earned in free or discounted products by hosting the party, and encourage her to book with you again soon.  

Use the sticker PR20144 on the front of the postcard too!  Let her know you enjoyed working with her.  
Not all products mentioned in this training are in the Key Pack.  To see ALL the Host Coaching products we offer go to our website then click on Key 2: Hosts  then click on stickers, postcards, other products etc.

When you are writing your thank you notes is also a great time to make out your “Christmas Cards!”   I know it may seem early,  Yet, if you do this for every host throughout the year, you won’t have the added stress during the holidays and your note will be more sincere since you will have just worked with her.  We have several that are great!  See them online under  POSTCARDS/Key 9 CHRISTMAS.

10.  Follow up with hosts doing “catalog parties.”
Make regular contact with your hostesses who are doing “catalog parties” or “book shows.” Remind them of deadlines, and close the party in a timely matter so the customers get their products on time and the hostess doesn’t lose interest.  For complete info on how to make catalog parties more successful see

on our website.

Making regular contacts with your hosts to let them know what you’ve done for their party will keep them excited and remind them how much you care.  An enthused host will work hard to help you make the party a success, and thereby generate more sales, leads, bookings, and repeat business.  See our V1003 Training System Dividers!  There is a FREE PDF (PDF-10-step) 10 Steps to Successful Parties and the Party Show Checklist in the DOWNLOAD TAB.  (Search for V1003

11.  Additional follow up: 
If you have our “System Dividers” (V1003) be sure to copy the inside of the first tab, “The Party /Show Checklist”.  3-hole punch them and fill out one for each hostess.  As you follow the “10 Steps to Successful parties!” (as we’ve discussed in this training and included on the yellow sheet of the system dividers”) keep track of not only what you’ve done and what stickers you’ve used but THE RESULTS! 

There is a place to evaluate each party so you can see what is working for you! 

Organize all your Booster products in your binder and follow the steps. (File the stickers behind the appropriate key tab- the first number of the item number is the key it goes with.)  Remember, it is not so much what you do AT the party, but what you do to prepare FOR the party that makes you the money.

Most of our customers have told us their party averages have DOUBLED (or tripled) from what they were before consistently using our system .  But think of this….  What if, because you did all the things we trained you to do that your sales went up by just $200 a party?  At 20% commission that would mean you made $40 more on just ONE party!  Divide that by the 2 hours it took you to do the party and you would have made $20 PER HOUR MORE … Right????

 WRONG!!!  It is NOT the 2 hours doing the actual party where you make the extra money.  
 It is the HALF-HOUR you took BEFORE the party to do good hostess coaching, sticking the stickers on your invitations, and making the phone calls that made you the extra $40! 

So, if you made $40 in a half-hour, how much MORE are you making per hour for taking the time to do that hostess coaching? 

Yes, $80 PER HOUR!  Now, you decide, is it worth it to do that little extra?  You are going to do the party anyway, why not make it as profitable as possible? 
APPLY the ABCD formula!

A= A Success Formula:

If the B for Benefit is Greater than the C for Cost = D-DO IT!

If the Benefit of $200 greater sales at a party (at 25% commission = $50) is greater than the COST ($5-$7 per party to do EVERYTHING we teach – including postage!) – The Benefit would be $42 to $45 MORE PROFIT per party! then D- Do It!

To see ALL the Key 2: Host Coaching products go to our website and click on Key 2: Hosts then the type of products you are looking for!

Posted by jennyb

Hi everyone, I am Jenny Bywater, known as Jenny B to the party plan industry. Many of you may know me from the years she brought her fabulous Booster products, of stickers, postcards, etc. to many National Conventions including Tupperware, PartyLite, liasophia, & Mary Kay just to mention a few. I was top sales in a party plan company and then started “The Booster” over 33 years ago with the goal of helping those in the Party Plan profession to “Boost their sales and Brighten their image!” I have done this, helping well over a million consultants - and the successful consultants is still growing. I am excited to introduce you to my new, “How to have $1000 Parties System” based on proven techniques that REALLY WORK! You'll find details about this SYSTEM and Booster Products throughout this Blog and on our website at


Deb Bixler, Direct Sales Radio

Well, you an I always think on the same path when it comes to hostess coaching, Jenny. If a consultant follows your plan and used the tools that you have created they could literally double their show average. Thanks for a great article.

Ladies and gents of the party plan show…. read this carefully and take ACTION as it will work for you!!

Thanks Deb, yes, we both advocate the importance of host coaching. Doing it is important. Our tools just make it simple and easy to put the system in place so consultants are sure to DO IT for every party. Thanks for the comment!

Leave a Reply