The beginning of an event when your guests arrive is one of the most crucial times. What your guests experience during their arrival will set the tone for the rest of the event. If your guests have a negative experience even before they get in the door, it will be hard for them to enjoy your event.
Asking - and answering - the following questions will ensure that your event gets off on the right foot:
- What will the weather be like on the day of the event? Each season brings its own weather, and you should factor that into the planning of your event.
- What is the arrival area like? What is will your guests' first impression be when they arrive outside the venue? Is it clean?
- Is there a convenient drop-off point at the venue? Make sure access to the drop-off point is easy and suitable for everyone. Assume the weather on the day of your event will be bad and that your guests will want to drop off passengers. Are there any traffic or safety considerations? You may want to consider having someone control traffic. If you are using buses or limos, you should make sure the drop off point is suitable.
- Is the entrance covered? Again, assume the worst when it comes to weather. If the entrance is not covered, should you have people stationed with umbrellas to keep your guests dry?
- Whose responsibility is it to keep walkways clear of ice, snow, slush, or puddles? Make it clear to your venue that this is important to you. Ensure that non-slip carpeting is in place where it is needed.
- Is the entrance wheelchair accessible?
- Who will greet your guests? Does the venue provide a doorman? How will they be dressed? What will they say? Will they expect a tip? Don't rely on corporate volunteers. They will often be called away, and you really need someone stationed permanently at the entrance to your event. Rely on professional staff.
- Are there adequate signs for the event? Will your guests know where to go? Where to park? Do the signs make it clear that it is a private party? Are the signs attractive and professional looking?
- How will the suppliers of an event be entering the building? Will they be coming in and out of the same doors as your guests? Where are the loading docks and freight elevators? When will the suppliers be arriving?
- Where is the coat check located? Will there be traffic flow problems? Will it be adequately staffed at the beginning and end of the event? How many coats can the coat check hold? What about umbrellas, briefcases, and boots? How secure is it?
- What fanfare will your guests arrive to? Fanfare is more than a blast of trumpets. It is anything that impacts the arrival atmosphere. For example, a red carpet and search lights that sweep the sky create a sense of excitement at a fancy ball. Give some thought to creating energy in the arrival area.
- Do guests have to register upon arrival? Where will the table be located? Who will staff it? How long will it take to process each guest? How can you make this process faster?
By answering these twelve questions, you can ensure that your corporate event starts off right and that your guests are in a great mood at the beginning of your event.
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