Planning and Executing a Client Appreciation Event

Business deals grow naturally through personal contact. Any opportunity to visit with lots people socially will build your business exponentially. People like to feel appreciated and if you invite everyone you know, you will come face-to-face with people who might need your services and at the same time building good will.

In order to have a successful event you want to plan well in advance. Decide what season of the year you want to host your event and imagine what will need to happen. Schedule each step in your calendar.

Consider the cost of your event  and work this into your marketing plan.  Cost will be a factor in deciding what type of event you want to create.  You may even decide to host a grand scale event with power partners you trust that may compliment your guest ticket.

Planning:

• Create your invitation list
• Send out “Save the Date” cards
• Response is usually one to three invitations sent so predict how many clients will respond
• Select location, food and beverage and arrange for special help as far in advance as possible
• Invitations should be sent 30 days before the event with an RSVP time of 10 days before the event date
• Not enough responses; invite new people and start phone calling. Call those who have not responded and ask everyone who has responded to bring friends and family.
• Too many responses; make arrangements to accommodate your extra guests.

Preparation:

• Be at the entrance to great each guest for an office or home event
• All guests should wear name tags
• Send good maps and directions with your invitations
• Plan a couple of fun activities such as games or movies and popcorn for party events
• Always arrange for at least 5 percent food and drink than you expect to use, not more than 10 percent.

Success Tips:

• Cater the event
• Hire a photographer. Send a newsletter afterward that includes photos from the event and send to everyone you invited, whether they attended or no, to show how much fun it was or with permission post the photos on your website.
• If you are a business owner with employees, free them from working the event so they can mingle by hiring outside help.
• Focus on your guests at your event and meeting their friends.  Do not discuss business at the event unless you are asked specifically, if so, ask to phone the individual later to discuss details or schedule an appointment.
• Make your event an annual event; don’t be disappointed if the first –year attendance is small, year-to-year attendance will tend to increase.

Here are a few event ideas:

• Summer is coming; host a picnic at a park, with skits, games and races
• Luncheons and brunches are good alternatives to evening events
• Reserve a group of seats at a sporting event, horse racing, hockey, football, baseball
• Sponsor the screening of a new movie or an event at a local playhouse or symphony
• Host a formal – attire party (perhaps a masquerade around Halloween)
• Try a dance theme party and provide for lessons
• Organize a block party with your neighbors
• Host a wine tasting
• Create an event based on popular television shows such as Dancing with the Stars, American Idol, Date this House, and put your own spin on the judging and results panels.

It takes a lot of planning to pull off a successful event, be assured it will pay off in business and in excitement. Repeat your event each year and the results will be incredible.