During the short Canadian summer, it’s important to get outside and enjoy the weather, says Jeffrey Schwartz, executive director of Consolidated Credit Counseling Services of Canada Inc. in Toronto. You can even hold business gatherings, such as client appreciation events, in the great outdoors.

Yesterday’s BYB article looked at how to start planning an outdoor client appreciation event. Here are more tips to help make your outdoor event a success:

> Use a formal invitation process
When you invite your guests, give them plenty of notice.

Two months before the event, send a “save the date” to your clients, says Sharon Bonner, president and CEO of Bright Ideas Event Coordinators Ltd. in Vancouver. Inform guests about the event by email, telephone or printed letter. At this stage, only give details of the date, not the location.

Three weeks before the event, send out formal invitations with all the details.

If your event has a theme, use the invitation to set the tone, she says. For example, if your them is the 1950s, send an invitation in the shape of a vinyl record.

You can also save money by sending “e-vites” (www.evite.com) to guests, says Schwartz. Most providers offer the service free of charge. Or, create a video invitation (www.videoinvitation.net) which can be sent by email at no cost and add a personal touch.

> Fight boredom
Don’t let your guests become bored. Keep your appreciation event to the right length of time.

In general, a barbeque and socializing party it should be two to three hours in length, says Bonner. If you plan to hold activities, such as games or contests, then the event can stretch out for four or five hours.

> The event must go on
Regardless of the weather, your appreciation event should continue as planned — so be prepared.

Make sure tents and heaters are available in case of bad weather, says Kendra Court, president of Gatherings Event Planning in Toronto. Also, have sunscreen and bug spray available for guests to use.

Never set an alternate date or “rain date” for the event, says Bonner. Alternate dates tend to confuse guests. Instead, tell clients that the event will happen rain or shine and they should dress appropriately for the weather.

> Choose a theme
Have a little fun with the event by choosing a theme, says Bonner.

Whatever your choice — whether it’s “black and white” or a “Hawaiian luau” — incorporate the theme in every aspect of the event from the invitation to the activities, she says.

> Keep the menu simple
Go back to basics with the food.

Hamburgers and hotdogs are a must if children are invited, says Bonner. Make the menu a little more interesting for adults by including salmon burgers or chicken breast on a bun.

The menu should also include two to three salads as well as iced tea and lemonade to drink, she says. Fruit and cookies are plenty for dessert.

IE