Coaching Your Host for a Successful SR Party

The following is how I help ensure that I have a successful party.   By using these few steps to coach your host, you can:

• Improve the number of people that turn out to a party
• Increase the number of outside orders that come into the party
• Have guest that are excited to taste the Thrive food and want to come!
• Have a knowledgeable host, that can help answer questions at the party
• Help grow your team, by recruiting consultants!

Step 1:  Create a Host Check-off Sheet

Here is a link to Diana Boley's website and check-off list.  Host Check-off List  I love her idea!  She places this in her office where she can see it and keep track of what she has done to prep each host.  If you don't keep track, it's easy to forget what you have and haven't done with each host, especially as you begin to get more parties on your books.

I personally have a slightly different set of check-off items that I do, but I love her format, and have requested her Excel spreadsheet, so I can make my own.  Once I create my check-off list I'll post it here.  Update:  My personalized Excel spreadsheet
Here is my list and what I do:

• Gave host packet with strawberry samples (Usually at the party, unless I run out.)
• Explained contents of host packet (I usually do this at the party when I give them the packet or I do it over the phone.)
• Set up party in the back office
• Check-in with host:  (Around 1-2 week before party)
• See how the inviting is going
• Gave suggestions on how they can get a great turn out at their party:  Facebook, evites, personal calls, handing out samples, explaining the Q, etc...
• Help them set goals for their party: 3-4 outside orders, 1 party booking, go over the benefits of these things.
• See if they have any questions for me
• Encourage host to become familiar with filling out the order form and look over the price list, so she can help me with guests at the party.
• See if they have watched the Opportunity DVD and see what they think about becoming a consultant on my team!  Offer them the party as a launch party!
• Invited them to become a consultant (in the host check-in call above)
• Head count phone call:  (1-2 days before party)
•  Ask for a head count of guests, so I can make sure I bring enough food.  
• Ask them to make reminder calls to guests or personally invite guests that haven't RSVPed.  
• Get directions to their home...if needed. 
• Host party
• Follow up emails to guests that attended party (see Follow Up Post)
• Contact host about any outside orders remaining/ go over people that have already placed orders
• Send host her host benefit totals
• Collect host benefit order/ close party
• Send a thank you letter to the host, for hosting the party!

Step 2:  Create a Host Folder filing system (Optional)

I know all of this information is in the computer, but sometimes it's just quicker and easier for me to go to my paper file and get information, instead of turning on my computer and searching for all this info.  That's why I say this step is optional.  It just depends on your OCD level....mine is high.

I use the regular tabbed manilla folders that you can get everywhere.  I add the host's name and Party ID# on the tab, which has saved me tons of times as I enter a party booking for a party and forget to look at the party ID from the host.  I hate clicking back to the events page to get that info, so I love having it on the folder!  Here is what I include inside the file:

• All outside orders and orders from the party
• The email sign-up list from the party - Sign-Up Sheet after I've entered everyone into my email list.  I use this as a follow-up tool to contact people that didn't order at the party, but were thinking about it.
• A form that I've created that reminds me about things I've discussed with the host, what they've ordered in the past, and personal reminders to help me remember their face.  (What they were wearing, where I met them, allergies...etc.)  Here is the link to the document:  Host Information Sheet

I have all my files in a small file box that I got at Fred Meyers.  I have the file box divided into sections:

• Closed Parties
• Parties that have already happened and the host benefit order has already been placed.
• Booked Parties
• Parties that have not happened yet.
• Parties to Reschedule
• Any party that canceled and haven't reschedule yet.  These files require follow-up from me.
• Regular Customers
• My regular customers are people that call in or email often to place orders.  They want me to keep their credit card and billing information on file so they don't have to give it to me each time.
• Host Information Paper folder 
• Just a folder that has blank Host Information Sheets in it for making new Host folders.
• To Do File
• This is a file that I put my To-Do lists in or follow-up tasks that I haven't had time to do.  It's my go-to folder when I wake up each morning.  I try to complete anything in that folder first.  Pretty much...it's my junk drawer of work stuff!  :)

Well, I hope this helps you have more successful parties!  I know that when I follow these steps, I have a better turn out and stay more organized!  Keep up the good work!  Leave a comment if you have questions!

-Cami