\n\tDuring 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.<\/p>\n
\tYesterday’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:<\/p>\n
\t> Use a formal invitation process<\/b>
\n\tWhen you invite your guests, give them plenty of notice.<\/p>\n
\tTwo 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.<\/p>\n
\tThree weeks before the event, send out formal invitations with all the details.<\/p>\n
\tIf 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.<\/p>\n
\tYou 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.<\/p>\n
\t> Fight boredom<\/b>
\n\tDon’t let your guests become bored. Keep your appreciation event to the right length of time.<\/p>\n
\tIn 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.<\/p>\n
\t> The event must go on<\/b>
\n\tRegardless of the weather, your appreciation event should continue as planned \u2014 so be prepared.<\/p>\n
\tMake 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.<\/p>\n
\tNever 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.<\/p>\n
\t> Choose a theme<\/b>
\n\tHave a little fun with the event by choosing a theme, says Bonner.<\/p>\n
\tWhatever your choice \u2014 whether it’s “black and white” or a “Hawaiian luau” \u2014 incorporate the theme in every aspect of the event from the invitation to the activities, she says.<\/p>\n
\t> Keep the menu simple<\/b>
\n\tGo back to basics with the food.<\/p>\n
\tHamburgers 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.<\/p>\n
\tThe 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.<\/p>\n
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