The Test of Time: What to Do When Henna Party Guests Arrive Late
Picture this: You’re booked for a three-hour henna party from 2:00pm-5:00pm. You arrive at 1:45pm to get set up, and notice that the event hall is empty. The event planner and event service staff are present, but… where are the guests? Two o’clock comes…and goes.
2:05pm. Maybe they are just running behind?
2:10pm. Hmm. Strange, but you’re sure they’ll be there any minute.
2:15pm. Alright, what’s going on?
2:30pm. Guests begin to trickle in, sharing greetings and excitement. They flock to the buffet table for a treat, take selfies, explore the hall, and begin to settle in at tables.
It’s 2:50pm before you begin applying henna to anyone. As five o’clock rolls around, you realize that you’ve not been able to service all of the guests.
Now what?
This situation was one that I experienced years ago as a newer artist, and it brought me a great deal of anxiety. That day, due to equal parts ignorance about how to deal with situations like these and fear of disappointing my client, I chose to stay and provide an additional 50 minutes of service.
Today, I realize that this was a poor decision on my part. You see, practices like these are a great way to build an unsustainable business - costing you lots of money in uncompensated time while setting an expectation with your clients that does not demand respect for you or what you do.
If I could go back and give my earlier self advice on what to do, this is what I’d say:
“Treat Your End Time Just Like Your Start Time”
One of the best things that you can do for your business is establish clear boundaries and expectations with your clients. An effective way to do so is by using a contract for your bookings. Clear contracts outline the start and end time, and don’t leave room for confusion about when you are expected to be present to provide your services. It’s important that you respect your client’s time by arriving to your bookings at the agreed upon start time. I recommend that you arrive a bit early in order to set up and be ready to work at your start time. It’s equally important that your clients respect your time by understanding that your end time means you’re finished and ready to leave. You have a life outside of their event - which may include subsequent appointments or other obligations immediately after their booking - and you agreed to be available for a specific timeframe. Just as you arrive on time, you should plan to leave on time, and your clients should anticipate the same. A great way to set that expectation is by stating up front that you encourage your clients to place your start time after the event’s official start time (I recommend somewhere towards the middle of the event) so that time isn’t spent waiting for late guest arrivals.
“Don’t Sell Yourself Short”
If you’re anything like me, you make a Plan B for every situation. In my business, I’ve found it particularly helpful to block off two hours of time after every hourly booking (be it parties, events, bridal sessions, or other bookings requiring pay at my hourly rate) as a buffer zone in my calendar. Why? Because sometimes, things change. It’s possible for more guests to arrive than expected, or for there to be more demand for henna than my client initially anticipated. By building a buffer into your scheduling, you open up the possibility for you to stay and serve your guests longer - but not for free. Once your end time has arrived, you can choose to offer an additional hour of service to your client at your hourly rate. If she agrees, make it easy for her to secure the additional service with a credit card, cardless, or cash payment, and then return to finish out the extra time. It’s been my experience that clients appreciate having the option to add on time for more of your services, and it is a wonderful way to “upsell” right on the spot. Word to the wise: be sure to secure payment prior to rendering the additional service.
“You Are Not The Belle of the Ball”
Listen. Here’s the thing: While henna may very well be one of the attractions of your client’s event, the party isn’t about you. Your client is likely celebrating something all her own - a pregnancy, a birth, an engagement, a wedding, a birthday, a graduation, you get the point - and she (or whoever she is hosting the event for) is the star of the show. Not you. Guests are ultimately there to celebrate someone else, so you can expect for them to flock to the games, food, conversations, and opportunities to connect with your client over focusing on you. There will be bookings where you will have idle time between guests, when you’ll wonder if anyone else is even interested in henna, and when you’re there and just waiting for that first guest to join you. And guess what? That’s alright. In moments like these, sit back, enjoy taking in the party experience, and invite passerbys to join you for a design when they’re ready. No problem.
Have you ever been left waiting to serve guests beyond your start time? Did you feel like you needed to stay behind late to please your client? How’d it work out? I’d love to hear your experience in the comments below!
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