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Hostess Coaching 101

Hostess coaching is an integral ingredient in the recipe of the successful show. In fact, it may be the single most important component to the success of our businesses. With that in mind please invest time in your business by carefully reading this article and referring back to it later.  Just as a basketball or football coach coaches his team to have a good game, we coach our hostesses to have good shows.  If you don’t take the time to hostess coach most hostesses will wait for you to show up to her party to do all the work! You really need to recruit the hostess to be a team player with you in having a successful party. 

Hostess coaching is accepting responsibility for your business. When you know that you've done everything possible to ensure that every show is the best it can be, you have truly taken control of your business.

There are several reasons why we hostess coach, but one of the most important reasons is to form strong partnerships and build trust.

Shows are our lifeline, and each hostess should be considered the most important team player in building a successful business. Not everyone knows how to have a great show. It's our job to make sure the show is successful, so don't look at hostess coaching as being pushy or an inconvenience.

You are the coach! Even if a person tells you "they've had lots of shows and they know how to do it," don't assume anything. Every hostess deserves the best possible show, so don't cut corners. Always remember that people are busy and they sometimes tend to take shortcuts in their preparation for their shows. That's where you come in . . . to make sure that everything is done prior to the show to ensure it's a success!

Hostess coaching begins at the show where you meet the new hostess. What you say and do during that short period of time is important to the outcome of the show.

First, always have your new hostess select a date and time for her show the night she's booked. If she is uncertain and says, "I'd like to check my calendar and get back with you," or "I'd like to check with my friends to see what night is best for them," simply respond by saying, "Why don't we just pick a tentative date tonight, Rhonda. I'll pencil you in, and if you need to change the date, give me a call tomorrow. What's better for you, a weekend or weekday?" (Seldom, if ever, does a hostess change the date.)

This is also an excellent time to ask for appropriate contact information. Get a cell phone number and ask for permission to use a daytime or work phone number. Assure your hostess that any calls to her workplace will be five minutes or less. You could also ask for spouse and/or children's names so you can use them when you call her home. Secure the date the night of the show.

Start hostess coaching the night of the party and get the new party dates booked.  This will save you so much time and energy later on. In our business, the rule of thumb is: A booking is not a booking until it's dated….and you have the guest list! 

When you secure the date the night of the show, you save so much time by not having to back-track, play "phone tag" or hound your hostess for a date. When a date is set, it solidifies the show in your hostess's mind and shows you that she is serious about having the show. 

Your new hostess may be indecisive, saying that she "wants to check with her friends to see what night is best for them," or "check her calendar."

The best thing to do is agree, then quickly overcome the objection. "Great, Mary. I want you to do that, but why don't we just select a tentative date tonight, and if we have to change it tomorrow, just give me a call, okay? I'll just pencil it in on my calendar, and that way we can register your booking for Suzie."

By penciling in the date, it firms up the commitment. It's on paper. Write it on her hostess packet and write it in your calendar. If the date is not set that night, when you reach her the next day, it's much too easy for her to say, "You know, I checked with all my friends, and they're all partied out right now," or "I'd rather have it in the summer," etc.

Once the date is confirmed, briefly go over the hostess packet with her. [See the Designer Checklist for Parties for a list of items to include in your hostess packets.] Show her the guest list and tell her that it's the most important ingredient to a successful show.

You can tell your hostess that you will be “registering her party date with Celebrating Home when the party order is submitted."  Although that is not something that you are officially required to do when a show is submitted, you can set this high standard for your own business, by holding yourself accountable to obtain solid dates for each booking before you submit a show to the company.

If you're having difficulty securing dates the night of the show, use bonus dates, date cards, booking games or other methods of booking.
 
What goes in a hostess packet

Two (2) guest lists (encourage over-inviting).  You can also use two label sheets which have 30 labels per sheet.
Self-addressed envelope (to return list to you in 3 days)
Wish list
3-4 Catalogs (2-3 to circulate for outside orders and one for her to keep adding to wish list)
10 order forms or a few outside order sheets
Monthly Promotion Flyer(s) (if applicable)
Recruiting/sponsoring literature including an
Opportunity DVD, Opportunity Brochure, Starter Kit Flyer, Opportunity Outline, Smart Start Rewards flyer, Application, and Trip flyer (if applicable)
5-10 Party Mailers to hand out at work (or to friends)

Optional:  Hostess Challenge 2009  or Tic Tac Toe flyer

Remember: Always make sure your name and phone number (and/or email address) is on every catalog and piece of literature you hand out!

Be ready to book! Take six (6) completed hostess packets to every show. 

Go through the hostess packet with each new hostess briefly.  Set a time the following day to call her for hostess coaching.  Thank your new hostesses for booking the show and let her know how excited you are to do a show for her.  Build excitement for the party.

Demonstrate lots of enthusiasm when speaking with your hostesses, and to be prepared at all of your parties with plenty of hostess packets. Please include at least 3-4 catalogs and 10 order forms in every packet so that the hostess can  effectively collect her outside orders. If you only give her 4 order forms she will think that she only has to get four orders for you!   Showing the catalog will encourage the guests to attend and to bring friends but if you only give her one or two catalogs and friends have taken them home to look at now the hostess can‘t continue to do her job.  After the party you just collect back any extra catalogs and order forms.

Be sure to help her with completing her guest list and be sure to include a self addressed envelop with not one but two guest lists because you are asking for 30-40 names. Don’t forget to include an opportunity packet, not just for the hostess to see but for her friends as well.   Review the contents of the hostess packet with her briefly at the party or fair but then tell your new hostess that you will call her the next day to review the  details of the party and how she can help you to make her show a success. And then call her!!  Please don’t wait for a week to go by without calling. She may cancel on you before you can continue the momentum of her excitement to have the party. 

Another reason for hostess coaching is to Keep in touch (K.I.T) and keep her excited!  There are four important contact times in the hostess coaching process:

A. The day after a show is the most important call you will make.  This is the opportunity to partner up with your hostess to assure the party will be success.   Please use the “Hostess Coaching Checklist” as a guideline when calling your hostess.

Start with thanking the hostess for booking a show and how much you are looking forward to working together with her for a fun girl’s night out and helping her to earn many of her favorite items for free and ½ price. 

Although the time we commit to our business is flexible we still have to dedicate enough time for working with our hostesses to assure a successful party.  We have to spend enough time and work hard to assure we will have a party that does have that high attendance, outside orders, pre bookings and recruit prospects.   Successful parties usually just don’t happen by themselves. We really do have to take responsibility to make them happen and they happen by working hard, being organized, and putting forth the time and effort required.

Its easy to just get the  booking, wait to see if we get the invitation list, send out  invitations when we remember to do it, or the hostess calls and asks if we have sent them and then to show up at the party to take the orders.  That process, however, is not building a solid foundation for a successful  party.  Successful parties don’t begin with the start of the show, they begin when the new hostess says “yes”.

Be very committed to your business, Be organized and follow through. Dedicate enough time keeping track of your business and working with your hostesses to assure success. 

When a potential hostess shows interest in having a party its really important to get that party dated immediately. While they are the most excited about having a party is the time to get the commitment.  Remember, a show is not really a show until it is in your date book and your hostess understands that she needs to keep her date. Explain to your hostess that to be available to do her show when she wants to have it that it is in her best interest to get her party dated immediately.  When you do call her the next day thank your new hostess again and let her know how much you appreciate her.  Confirm the party date, but if she has to reschedule now is the time to do it and then request that because this is your business that you are asking her to not cancel or reschedule her party date and that with her help you in return will assure her a fabulous party. When you have your first coaching call now is the time to ask her if she has had a chance to check her calendar to make sure the date will work for her. Once the date is agreed up you will need to be nice but firm and state “Great, now that we have the date you’ve selected I will keep it penciled in my date book for a few days. Once I get your guest list back I’ll be able to commit that date for you. Once the date is confirmed I’m going to plan that date for your party and my work day for that week. Please do everything possible not to cancel or postpone because I only plan “two” days per week for my Celebrating Home business and with a postponement I won’t  have enough time to rebook that pay date with another party. I’m looking forward to a great show and fun with your friends.”

Most hostesses really don’t know what they need to do to have a successful party, even if they say they do. But they will respect you for your guidance, and they’ll certainly appreciate your help. Its our responsibility to make the party a success but we also need to make the hostess understand that we need her to be a partner in achieving the successful show she certainly wants and deserves.  Effective hostess coaching does require an investment of your time, but I assure you it is so worth it! With out it, you can’t expect your parties to be a success or for your business to grow. Make the commitment to spend more time hostess coaching and you‘ll quickly see the results.

Briefly review the quality and affordability of our products and then she’ll show our catalog with confidence and enthusiasm.  Don’t simply review our hostess program. Take the time to actually set a goal with your hostess,  help her to create her wish list and then write it down. I also like to set a goal for two booking gifts at every party.  If she doesn’t have her wish list done, encourage her to do so and then follow up at a later date.  Help her to envision what she will receive and therefore, what she will need to do accomplish to achieve those results. 

Stress the importance of returning the guest list within 72 hours.  Remind her to invite absolutely everyone and the importance of over-inviting and encouraging guests to bring friends along to the show. Encourage her to invite everyone she can think of because usually about one-third of the invited guests actually attend. You may want to take some time and help her in starting her list. Go through the list in the “Let’s have a party” brochure together.  Once she has written most of her list with you chances are much greater that she will finish and send it to you.  Show her the importance of having at least 25-30 names on the list, and ask her to return the list within 48 hours and write that date at the top of the guest list, so she will remember. 

Encourage your hostess to personally invite all of the guests on her list. Mention that even though you'll be sending reminders through the mail, her personal call shows her guests that she truly wants them there and always increases turnout at the show.  Encourage her to enthusiastically say “I’m having a Celebrating Home, can you come?!”

To increase sales, encourage your hostess to invite relatives and/or friends who live at a distance and ask them to place outside orders. Also, suggest that she make a flyer or post an invitation in the break room or bulletin board at her workplace.

In addition to the guest list ask your hostess to include a list including the name of each guest and their phone number. Tell your hostess that you always make reminder calls the evening before the show to assure that you will have a good attendance.  Don’t present this as an option but rather as the way in which you run your business. Tell her you will be making a quick reminder call in which you will say “Hi Beth, this is _________and I’m Susan’s designer for her party tomorrow evening and I’m calling to remind you that the party starts at 7pm and you are welcome to bring a friend or two to join you. I’m looking forward to meeting you.”  Make the reminder calls and in most case your attendance will double. The biggest reason that people do not attend parties is simply because they forget. Hostesses, even if there intentions are to do so will not call everyone on the guest list. Usually they will only call the guests they know are coming definitely, chat too long and don’t get through the list.  If a hostess says that she will make the calls simply reaffirm that you appreciate their initial inviting of the guests and that it is now your part in making the reminder calls. 

Money Saving Tips: When hostess coaching, you can tell the hostess they need to return their guest list to you with a stamp for each person. You can tell them that if their list has more than 25 names & addresses and they include stamps, they'll receive a free jar candle. It is most cost effective to pay $3 for a jar candle than for you to pay for postage! If you are sending your party mailers in envelopes you can give away auction money if they bring them to the party. Verbiage is the key! "Bring your invitation Catalog - Earn $500 ."  Recycle the party mailer by simply adding a new hostess label on top of the old one. That is recycling at it's best!  Guests unable to attend will often return them to the hostess.

Start with the Customer Care Cards she filled out. What are her favorite products? Favorite booking gifts? Get personal. Create the desire. Where will she display these items in her home? Give her ownership of her favorite pieces and help her develop a "gotta have it" attitude. Show her how easy it will be to receive all the items on her list at a discount, or free.  Coach her to select out at least $100 in free merchandise and 5 or more items she would like to have for ½ price.

Get her excited! Tell her you're thrilled to be doing her show, that she's going to get so many free and ½ priced items, and how much fun everyone is going to have. Ask her to pick a theme (if you do theme shows) and then put corresponding stickers on the reminders to create more interest with the guests ahead of time. For example, "It's a Margarita Fiesta," or "It's Girl's Night Out!" or "It's a Happy Hour -- Come after work!" etc.

Ask your hostess which items she'd like you to bring to the show. Generally, I would suggest bringing the pieces in the starter kit, enhanced by the hostess's favorites and the booking gift(s). This makes the show go smoothly, and if anyone wants to see something you didn't bring, simply respond with: "Oh, Kathy, I bring different items to every show. Why don't you have a show -- I'd love to bring it with me to your show, along with all your other favorites . . ."

A third reason for hostess coaching is to increase sales and bookings.

This is the time to briefly explain the hostess program to your hostess, including the booking gifts. Also explain the importance of outside orders and suggest she show the catalog to everyone and that there will be some specials only for the guests who attend the party, keeping it a surprise for attending guests. You can choose what special you might wish to offer.

Always know what your hostess is working for, and let her know you want to help her get everything she wants. It's also good to ask her why she booked the show. If her response is something like, "I only booked to help out Susie," encourage her to rethink what's in it for her!  With these hostesses, especially, you have to hostess coach very well! Otherwise, they will sit back and let you do all the work!

I always ask for at least a $500 party. Why wouldn’t you? After all, it is your pay day and you’ll feel wonderful knowing that you helped her to get everything that she wanted.  Work with your hostess until she completes her wish list with at least $100 in free products, 5 items for ½ price, and two booking gifts.   Once she has set a concrete goal for what she wants she will then become your business partner and help to achieve at least a $500 party. Show her how she can get a $100 shopping spree with just a $500 party!

Ask your hostess what she liked best about the show and/or the products and say, "That's exactly what I want you to tell your friends when you call to personally invite them! For example, if she answers, "It was so much fun!" When she calls her guests, have her say, "Sally, do you have any plans for Thursday night?" (Wait for response, which is usually, "No, why?") Then follow with, "I had so much fun the other night at a Celebrating Home I attended that I am having one myself, and I'd love to have you come! When I saw all the products with the great quality and affordable pricing I thought of you right away!"

Let your hostess know that you have given her 10 order forms or outside order sheets: These are tools that will build show sales. Let your hostess know that not everyone will be able to attend her show, but outside orders count toward her hostess credit. When she is placing personal calls to invite her guests, if someone is unable to attend, tell her not to be discouraged, and give her the words to say:

"I'm sorry you can't make it to the party, Mary, but I really think you'll be excited about these [products]! I'd love to have you take a look at the catalog; there are so many items I know you'll love, and all orders count toward my show! When can I bring it by?"

Let your hostesses know that outside orders are like their show insurance. Set goals for her: "My hostesses generally have about $100-$200 in outside orders before the show, so don't be afraid to ask those who can't attend to take a    look at the catalog and place an order." 

If you want to get outside orders make sure to review with your hostess how to complete an order form and that she knows how to collect credit card payments!

Coach her to invite 40 guests if possible and to not be afraid to over invite.  Tell your hostesses that you’ve never had a party to big and that she can expect only about 1/3 of her guest list to attend. If you don’t do that you will sometimes get a guest list returned to you with sometimes only 10-15 names and if you get 3-5 people to attend you are lucky! Its okay to request that that guest list be returned to you within 3-4 days. You are not being pushy or unreasonable.  This is your business and you do need to treat it as such. Tell your hostesses that you can not commit a date for a party until you’ve received the completed guest list back.

Coach her to invite her guests to bring a friend, or two or even three so that she will earn more hostess benefits. Those friends may be the guests who place a $100 order for her, schedule the next show which will earn her more booking credits, or may become the next designer which will promote you to Diamond. Encouraging your hostess to personally invite the guests to bring friends to the party can make all the difference in whether your party is $200 vs $600 or more in sales! You can promote a contest where the guest who brings the most friends will receive a special gift.  Each friend also receives auction $$ or tickets at the party.

You can include a personal note in each invitation announcing the contest as well. To achieve even more success ask each hostess if she has a friend that she would like to invite to have a buddy party with her. Why not have two parties in one!  Let each hostess earn benefits from their guests, and submit a separate order for each hostess. “Mary, which of the guests you are inviting are most likely to book a show of their own….great!….let’s invite them to have a show with you now.  We are offering this great special this month and I’m sure your friend and her guests will not want to miss out on this opportunity.“  Only if the guest lists would be all the same people should you wait and host separate shows.

Ask your hostess which of her guests might like to have their own party and that by asking them she is helping to earn her booking gifts. Tell your hostess that you have given her 3 hostess packets and that one is for the hostess to let her know what she will be receiving; the other two are for her to hand out to her potential bookings. "Mary, here are two extra hostess packets. I want you to give these to the two people you feel will be most likely to book a show for you!"  Ask your hostess for the names of other friends who want to book a party also and offer a special gift if they bring a completed guest list to the party with 30 or more names.  Remind your hostess that possible bookings might be those who are unable to attend; who are on a limited budget or love our products. Help her develop "booking radar."

Explain the importance of obtaining at least one or two bookings before the show. After your hostess has selected her favorite booking gifts, coach her: "Maria, you're going to love the ____, and to earn that, we're going to need four bookings. If you feel comfortable speaking to your neighbors, friends or guests who can't attend, invite them to book a show. If you can get at least two bookings before the show, I'll help you get another two during the party."

Then during the show, praise your hostess: "Maria, you did such a great job -- you already talked to two of your friends who booked a show. If someone else wants to schedule their own show, Maria will receive her favorite, the _____, as a gift! (Then proudly display the gift she's working toward). If you don’t have the item on hand then ask the guests to turn to the page in the catalog to see the item.

To reinforce all of my hostess coaching you can also use the six pack challenge or a Tic Tac Toe game. 

End your coaching call by giving the hostess a chance to choose to become a Designer and to also show the opportunity brochure to her friends that she believes would appreciate an opportunity to earn extra income.  Say to your hostesses  "Celebrating Home is growing so quickly, Sue, someone from every show is often interested in becoming a designer themselves. So I included an opportunity packet just in case someone asks you about it." Then add, "Have you ever thought of doing what I do, Sue? Why don't you read through the information and I'll be happy to answer any questions. You know, your show could be the start of your new business!"   Plant the seeds.

After your first coaching call you can send a hostess confirmation letter to her by postal mail which will reinforce your coaching call. 

B. When the guest list arrives, call to let your hostess know you received the list and when you will be sending the reminders in the mail. Remind her to place personal calls to her guests, and to obtain outside orders from those who can't attend. Explain again how the outside orders will help her get everything on her wish list. (When it doesn't arrive, a reminder call should be placed to let her know that you have not received it.)

C. Three to four days before the show, place a friendly call to see how many guests she's talked to and how many she expects at the show. (If you wait until the day before, she may not have called everyone to confirm.) Also ask how she's doing on her outside orders and if she has someone who would like to book a show. Stress again the importance of giving everyone on the list a personal call and to remind them to bring a friend or two.

This call can be critical. If a hostess has not received many RSVPs and/or hasn't called all the guests, she may feel discouraged or think that no one is interested. It's up to you, as the coach, to re-excite her and let her know that even if she has only a few who have said they will attend, call those back and ask them to bring a friend or two with them, and that will double the show attendance! Also, remind her of the outside orders, and reassure her that the show is going to be fun and not to worry.

 D. One day before the show, call to get a final head count (tell the hostess you need to know how many catalogs and supplies to bring). This is the best time to get directions to her house and to tell her how much you're looking forward to her show and to meeting her friends and family. Since you've done a great job of coaching, she usually has called and confirmed with everyone on her guest list, and you're all set!

With each contact, it's important to keep the excitement and enthusiasm level high, and this is easier to do when shows are closely booked (10 -14 days). If your hostess has booked her show to hold within one to two weeks, her enthusiasm level will more than likely remain high.

But, if it's dated three or four weeks in advance, there's a very good chance that her enthusiasm will wane and she may decide not to hold her show at all. The farther out you book a hostess, the harder it will be to rekindle her excitement and to remind her of all the reasons she booked in the first.

After the party: Offer the opportunity to every hostess. (Hostesses make the best designers!)
 
Good hostess coaching builds a solid foundation for recruiting. Always offer the opportunity to each and every hostess. Ask her: "Has anyone ever shared this opportunity with you before?"

Show her how much she would have earned if she had been the designer conducting the show. Remind her that the sales and bookings from her show could start her own business, and that her kit would (soon) be entirely paid for!

When someone books a show and you give her the hostess packet say, "Sue, I began my career as a hostess. Have you ever thought of doing this? (Wait for response). Well, here's some information. Read through it and see what you think, and I'll give you a call in a couple of days. We could make this your starter show!"

When closing with your hostess the night of her show say, "Mary Ann, I'm so happy that Julie and Sara have booked shows tonight! I want to mention that you can go to their shows to spend money or you can make money by becoming a designer and doing their shows for them!"

Always remember, we don't want hostesses for just one evening; we want to build long and prosperous business and personal relationships, and successful hostess coaching is the very best way to do that!

The importance of following through in hostess coaching

Hostesses are less likely to cancel if you keep in close touch and follow up with them.   

Mailing a “Hostess Confirmation Letter“ the next day, will help to confirm the date.

If you have not received the guest list on the requested date, place a quick phone call or reminder email to the hostess. This will ensure that the list is received and the invitations are mailed in plenty of time for a successful show.

When you receive a guest list back with less than 20 names, call your hostess immediately to discuss a strategy for attendance and sales.

When we call our hostess the day before her show, she may be getting discouraged that her attendance isn't as good as she had hoped. It's our job to encourage and re-energize her with our excitement, as well as give her some pointers to make the show the best it can be.

For example, if some of her friends and relatives she thought "for sure would attend" are not coming, inspire her to show the catalog to obtain orders from them, or share her excitement by asking them to have a show. "You've got to see these products, Sue. You should have a show of your own... I would come, and I know my mom and sister would, too!" Keep her motivated! This helps prevent last-minute cancellations.

Know your hostess


From the moment you meet a hostess at a show, it's important to keep good records. Write down her favorite items, what she is working for and her favorite booking gifts, so that you can refer to them later in conversation and goal setting.

Look at every hostess as a new friend you will be seeing over and over again, for a long time. Be friendly and warm. Smile! Listen to them. Make notes about them, such as their husband or kid's names. This will help you remember them, and you can refer to specific things about their lives when you talk with them again. Make a friend, build a business. This business is built on relationships, so always be establishing rapport and building friendships.


Get organized -- keep good records

Create a 9 x 12 catalog envelope for each hostess/show. On the outside of the envelope you can attach the hostess coaching checklist and inside you can keep track of all your activities and points of contact, the guest list once received, directions, order forms etc.  This will help you cover all bases to ensure a successful show.

Encourage your hostess to personally invite all of the guests on her list. Mention that even though you'll be sending reminders through the mail, her personal call shows her guests that she truly wants them there and always increases turnout at the show.

Follow-up after the show and mail a Thank you note to your hostess for having the show (let her know how much you appreciate her, when her order was submitted, when she should expect delivery, etc.)

Three weeks after the show, place a call to all guests, making sure they received their products, that they're happy, answer any questions, and remind them of any upcoming holidays or gift-giving opportunities.

Let them know the current specials and offers for having a show and thank them again for their order! This is the first step in great customer care.

When you organize everything pertaining to that show inside the hostess envelope, when it's time to redate your hostess in a few months, you can simply open the envelope, pick up the phone and ask: "Would you like to do a Wednesday night show again, Mary? I have your guest list right here. Would you like to add anyone to the list? Do you still live at 1234 Main Street? Great! We're all set. I'll put your invitations in the mail tomorrow." So easy! 

When to offer incentives

It's important to spend money on the areas of your business that are going to give you the largest return on your investment.

Some suggestions for offering incentives:

To guests who bring a friend to the show;
To hostess for five outside orders or $100 in orders before the show;
To hostess for each booking dated before the show;
To customers/guests for purchasing a certain dollar amount;
For referring a recruit/booking lead (offer to everyone)

Always hostess coach! Never take shortcuts

Proper hostess coaching and planning really make the biggest difference in your success in getting bookings, which as we all know, is the essence of our business.

When you do a conscientious job for your hostess, she will pass the word on to her friends and obtain even more bookings for you. Always remember, your hostesses and customers are really the best advertising you have.

Good coaching creates successful shows and happy hostesses! When you prepare your hostess to have the "perfect show," the higher your show average will be, the happier your hostesses will be and the more bookings and repeat business you will have.

Always remember: A show worth holding is a show worth coaching!