Hosting Inviting Introduction Guest Relations

Hosting , Inviting,
Introduction 1
& Guest Relations
Hosting , Inviting , Introduction and Guest Relations September 23, 2006

Ajay Kr. Dhamija (N-1)
Anand A. Deshmukh (N-6)
Deepak Gupta (N-16)
Nitin Kumar (N-31)
Nitin Sharma (N-33)
Tripti Sonkar (N-55)
Vijay kumar (N-57)

2

Introduction
•Putting on the big
event

•Requesting people to
the event

•Introducing the
guests

•Entertaining the
guests

•Networking and
Communications with
guests

•To forge business
relationships and
ultimately profits.
3

Agenda

Business Event with purpose
Planning and Budgeting
Type of Occasions and Venue
Guest Lists
Invitations
Attire
Greeting the Guest
Fabulous Food
Guest introduction
Office Parties
Guest Etiquettes
Summary
4

Putting on the big event
Business events

• An intimate soiree
for 10 at your home

• A workplace
reception to showcase
your new office space

• A golf and tennis
weekend tournament

• A black-tie gala at
an elegant hotel

5

Need to host a business event
•Marketing a new product
or service

•Enhance the company’s
image

•Increased contacts ,
goodwill , additional sales

•To introduce your clients
to the new vice president

Or, to celebrate the
success of your
business

•Relationships -> Business
-> Profits
6

Establish the purpose

•Focus determines

•the theme
•the appropriate venue
•guest list
•budget

7

Creating the right package

•Event can be as simple as a pitch-in or as
complicated as a formal dinner for
corporate titans

•Your test as a gracious host is whether
you plan in advance and whether you can
deal with unexpected disasters

•Planning is the key to success

•Rehearse
8

Setting up the budget
•Decide how much you can afford to spend

•Have a feel for the scope of the event

•Review your budget

•Determine essential areas that cannot be compromised

•Scale your event to a size that is financially manageable
while enabling you to fulfill your business objectives
9

The Costs
• Your budget will vary according to
the kind of event, its locale and the
venue you choose.

• Rs 700 to Rs 1000 per person
for home dinner parties
• Rs 500 to Rs 700 per person
for Office parties and cocktail
parties given at home.
• Hotels can vary in cost and
offer several options tailored
to suit any budget.

• The disparity in the cost of hosting
a business event at a hotel is as
great as the distance between
Montana and Manhattan

• The costs will vary tremendously
by state, city and venue 10

Budget - Tips
Interview several suppliers to get a range of
bids and to compare services

Ask for written proposals which spell out all
items and services that will be included in the
vendor's fee

Make certain all suppliers are clear on the
concept of your event before you sign a
contract for their services.

The contract should define all services in
writing and should be clearly understood by
both you and the supplier.

11

You can't afford not to do it right
Your budget should also include
miscellaneous expenses
–Postage, security, sales tax,
tips, liability insurance and
contingency funds for possible
overtime expenses.

If you don't have time to plan an
event, try a party planner, special
events or public relations firm

Don’t forget to hire professional
photographer for those memorable
and candid shots

Prepare an event checklist
12

Choosing the right venue
Choosing the appropriate location is key.

Venue for event will dictate the type of occasion it will be.

The House Party
The Hotel Suites
The Office Party
Entertaining Outdoors
The Corporate Event
13

The House Party
A cocktail party, buffet or sit-
down dinner.

Transforming clients and
business associates into friends
and business partners.

Inexpensive
–For as little as Rs 4000 for
a four-course meal for six,
including drinks and
dessert
–An alternative catering by
a local gourmet restaurant.
–Hiring a caterer, waiters,
bartender and maid is the
best option : you spend
your time with clients.
14

The Hotel suites
Although less personal,
entertaining at a hotel
requires less work for the
host to prepare.

A hotel account executive
or in-house meeting planner
is assigned to ensure that the
event runs smoothly.

15

The Hotel suites - Tips

location of hotel .
The event locations within hotel.
Arrange for an open bar and
bartender
Confirming each guest

16

More formal than
The Office entertaining
at—home or in a hotel.
Party Gives clients and
prospects a look at the
inner workings of
your operation.

sales opportunity
in the office.

Company brochures
and other informative
marketing materials
can be placed at
strategic nerve centers.
17

The Office Party - Tips

•No "theme" be adopted

•Decorations

•Light hors d'oeuvres

•No finger foods .

•Leverage the event for business
opportunities .

18

A Day in
the Sun

•Full-service resort complex replete with
swimming pools, health club and other
amenities.

•A more personal and gives informal
dimension of the company and themselves
to clients.
19

Entertaining Outdoors - Tips

•Make a site inspection of all
locations you are considering
one year in advance.
• Look at the site's outdoor
facilities
•Municipal permits required
for event to be held in a public
place
20

Entertaining Outdoors - Tips
•Two months before
sending out invitations,
make another site
inspection to ensure that
the facilities are up to par.

• Choose a weekday to host
your outdoor event.

•A rain date should be noted
on the invitation in case
inclement weather forces
cancellation.

21

The Corporate Event

•The major objectives
–To make the public aware of a
company's existence, a product or
service
–To enhance its image or extend
goodwill in the community.

•A corporate theme or supporting an
issue : - recreational, educational.

•Product exposure and corporate
visibility are key
22

Corporate Events – Tips

•Inviting the right people.
- Developing the guest list and pairing guests
•For a major affair invite all those who have contributed to your success.
- Do not have competitors sitting at the same table when formalizing the
seating assignments.

23

Further details

•Know Something about your guests' interests,
hobbies, family life or education before the event
•It helps facilitate conversation and gives your
guests a feeling of importance.

24

Inviting Guests
•Guest List
•It gets tricky when some
people will be invited, but not
everyone.
•Try to make clear categories
•Sales Force
•Clients
•Your Floor People
•A ready and justifiable
explanation for including
some people while excluding
others.
25

You are invited to …
•It is essential that you send
invitations.

•Invitation should be visually
attractive
•Graphic design
•Take the help of professional

•It is crucial to stay on top of your
replies.

• This helps to keep an accurate
count for menu planning , size
of your venue etc.
• In general, count on half the
number of people you have
invited to actually attend.
26

Issuing invitations

•The way you word your
invitations sets the tone for
the affair .

•Invitations to casual
events can be creative and
unusual

•Those to formal affairs
should follow protocol.

• If there is a theme to the
party, include it in the
invitation.
27

Invitations basics

• Invitation basics: who, what, where, why, when, and RSVP

• How to let your host know whether or not you will attend.

RSVP means respond either way, yes or no.
Regrets only means the guest should contact the
host only if not attending

• For informal gathering of business associates, you can issue
your invitations orally, either in person or by telephone
– But make sure that you're clear about the date and time of the
affair.

28

An illustration
"We'd love to have you join us for an
informal brunch with a few others from
work at our house a week from Sunday.
We plan to get together at 11 a.m., have
brunch, and watch a holiday movie "

– This invitation contains a lot of
information that your guests will
appreciate.

– Your guests know how they need to
dress and that others have been
invited to the brunch.

– They know that the meal will consist
of more than chips and dip, and they
know that you expect them to leave
by 3 p.m.
29

Written invitations
• If you are composing a
written invitation, make
sure that it has all the
relevant information.

• For written invitations to
business events, use
titles on the envelope:
Mr., Mrs., Ms., or Dr.

• Send Invitations well in
advance. A month’s lead
time is crucial to
success.

30

Considering significant others
and children
• Always mention exactly whom you're
inviting when you issue invitations.
– For a married couple, mention both
names.
– For a single adult whom you expect to
bring a date, call the person and tell
them they can bring a guest if they'd
like.
– For couples who live together, both
names go on the same line of the
envelope.
– Roommate names are listed on
separate lines.
31

Considering significant others and
children
• Some people take their children everywhere
– specifically mention on the invitation, children are not invited

• Be very specific in the way you address your invitation
– Make the envelope read Ms. Dorothy Kwan-Smith and Mr.
Edward Smith rather than The Smiths.

For business functions, Romeo, if Juliet isn't invited
she isn't invited! Meet her under the balcony after
the function.

32

Guest attire
• A written invitation should specify how you expect your
guests to dress.
– If you want to see the gentlemen in tuxedos, write
Black Tie
– For suits and cocktail dresses, use the phrase Semi-
Formal
– For a reception after work at which you expect suits
for all, use the phrase Business Dress
– For slacks, sport coats, skirts or pants, use Business
Casual
– For jeans, write Casual

33

Fabulous Food
• Represents the very essence of a party's success

• Always sample the food before going to contract -- its
taste and presentation

• Best rule to follow the party cuisine is to "keep it simple!"

• Choose a caterer who is versatile and has more than
one style of cooking.

• A caterer should have built-in capabilities to serve food
and make arrangements for china, glasses, flatware,
tables and chairs.

34

Variety , beauty & abundance

• Appearances are key : Stay away from plastic and
paper ware unless it is an informal picnic.

• A variety of foods for vegetarian palates and the
dietary restrictions of your guests.

• Visually appealing and abundant.

• When serving buffet-style, food can double as edible
decorations.

35

The uninvited guest
• Perhaps a relative showed up from out of town and it seemed
rude for your guest to leave her at home alone.

• Perhaps your cubicle mate shows up with his brand new
girlfriend.

• Just ignore your guest's breech of etiquette and warmly
welcome any uninvited guest as if you were hoping for just such
a visit.

– Begin making introductions immediately.
– Rearrange the seating with a shoehorn.
– SMILE! After all, it's the holiday season.

36

Entertaining the Boss
• Not all bosses are ultracasual, and for those who
aren't, be prepared.

• Some bombproof boss tips
– Refrain from inviting your boss to your house
until you've been invited to his or hers.
– Invite other people with similar interests
– Know your limits as an entertainer!
– Unless your boss's children are also included,
introduce your charming pajama-clad tykes and
send them on their way
– Wait to call your boss and your boss's
companion by their first names until you've been
asked to do so.

37

Greeting your guests

•As your first guests arrive, greet them at the door.

•Use their names, shake hands, look them in the eye, and
tell them you're glad they could join you.

• As the party progresses, you may have an associate or
your spouse greet people.

•Make sure that you're close by and that the person
welcoming your guests knows where you are.

•Introduce newcomers all around the room until the number
of guests gets too large.
38

• When that happens, introduce newcomers to the
people closest at hand.

• Keep an eye out for shy guests who plaster
themselves to the wall.
– Engage them in conversation and introduce them to
someone who can draw them out.

• Always have both alcoholic and nonalcoholic
beverages, including water.

• Keep cocktail napkins close at hand or offer them
with the drink.

39

• Cocktails should be served for no more than an hour

• Appetizers and snacks should be provided while
serving alcoholic beverages.

• Remember to serve the most senior guests first.

40

Gifts etiquettes
• Accept the gift they brought graciously.

• NEVER decline a gift, even if it’s a fruitcake and you hate
fruitcake.

• If the thank you gift is a horrendous picture
– Smile, accept the gift and say something about it. Say it’s
different, say it’s unique, but don’t say it’s horrendous.

• Don’t let your kids say the gift is horrendous, either, and if they
do, reprimand them.

• There is no reason to be rude.

41

Running the meal
• How you organize the meal depends

– The number of guests
– The atmosphere that you want to create.
Provide adequate seating for everyone invited.

42

Running the meal – The Buffet
•A buffet works for 10 guests or 100.

• It is a great way to build camaraderie and
allow people to mingle.

• A buffet can be a bit formal or casual,
depending on the seating arrangements
and style of food.

•Be sure to:
–Set up the bar away from the hors
d'oeuvre and the buffet table to avoid
congestion.
–Provide a drop-off table for cocktail
glasses before the buffet.

43

Running the meal – The
Buffet
– Think about traffic flow. Make sure
there's enough room for people to get
to and away from the buffet table.

– Set up glasses and dinner beverages
on the dining tables so that people
don't have to juggle food plates and
drinks.

– Organize menu items in standard
menu order : main courses first and
desserts last.

– Have backup serving dishes.

44

The dinner party
• A dinner party is a small affair,
with usually no more than 12
guests.

• Its business function is to
provide a gracious climate in
which to build relationships.

• The conversation should be
general, social, and witty.

• The food should be prepared
and served in courses : at
least three, no more than five.

• This is an opportunity to use
your silver, your fine china,
and your crystal.
45

The dinner party

• If you don't have enough matching plates and silverware, mix
and match

• As the host, you are the leader. When the time comes, move
toward the dining room : other guests will follow.

• Take your seat right away as a sign that others should do the
same.

• As soon as all of the guests are seated, place your napkin in
your lap.

• This is the signal to others that the meal has begun. If you serve
wine, offer a short toast.

46

The dinner party
• When it comes to serving food and drinks, if you
remember only these three things, you'll do fine:

– Water glasses should be filled before your guests sit
down at the table.

– Guests are served from the left and dishes removed
from the right, unless the arrangement of the tables
and chairs does not allow it.

– Make sure that all of the utensils for each course are
on the table before the food arrives.

47

The dinner party

• Make sure that the slowest guest has finished eating
before you stand.

• When you lead the way from the dining table, others
will follow.

• Try to engage every guest in at least a short personal
conversation after the meal.

48

Ending the party

• If you're guests are lingering too long, there's no need to rely on
hints or subtlety.

• Stand up, say, "This has been such a lovely evening," and begin
thanking them for coming.

• As guests begin to leave, station yourself at the door, accept
their compliments, thank them for coming, wish them a good
evening and offer a genuine welcome back.

• Don't apologize for the roast being overdone : just say how
pleased you were to have them at your party.

• Take a note of Events and Follow–up later.

49

Hosting and Attending Office
Parties
• Useful for building morale and celebrating
accomplishments.
• The impetus for parties should be genuine and sincere.

- Office parties should be given for a reason and be
reasonably short.
- Once or twice a year is plenty.

50

Occasions

• Birthdays:

– significant ones : the decade birthdays

– A card signed by everyone in the office, and perhaps a
gift, are in order.

– Birthday gifts from boss to employee are always
acceptable, but a birthday gift from a subordinate to a
boss at the office is not advised.

– A group card or group gift for a special birthday is better.

51

Occasions

Weddings:

•Colleagues, clients, and bosses get
married. And you won't be invited to all the
weddings.
•
•Unfair? Maybe, but not everyone shares
everything with coworkers:

•If you are invited, send a gift by all means.

• But even if you're not invited, it's a nice
gesture to organize an office gift for your
fellow worker.
52

Occasions
• Babies:

– Touching a pregnant woman's stomach.

– Asking a new parent detailed questions.

– Demanding a play-by-play description of the delivery
or subjecting others to every detail of your own
experience is not appropriate..

Unless you and others are good friends with the person having
the baby, group gifts are preferable to office baby showers.
53

Occasions
• Retirement:

– Everyone retires at some point.

– Plan a retrospective of the person's time at the company :
slides, anecdotes, and photographs

– A group gift or a charitable donation is appropriate.
–
– Often, the retiree is also presented with a personal gift from
the president or CEO.

54

Check with boss

• To host an office party, send invitations out in the form of
memos or e-mail if the party is in the office

• Send real invitations if the party is to be outside of the
office.

• The invitation should include the reason for the party,
where it's to be held, and its commencement time and
duration.

• Delegate the details of the party as you require, but
guarantee a successful party by putting one person in
charge to whom the others report.
55

Check with boss
• If there are to be donations, designate one person to
collect the money, and specify whether the money is
to be used for a gift, refreshments, or both.

• Try not to overburden your colleagues by asking for
too much for office celebrations or by asking too
frequently for contributions.

• Try having an office kitty to which people contribute
as much as they can when they can.

• This helps provide a ready source of money for
small employee gifts and helps prevent frequent
requests for more money.
56

Hosting a restaurant
gathering • If you're having the party at
a local restaurant, then, as
host, you are responsible for
the reservations.

• Make arrangements to pay
the bill privately, so that no
one else has the opportunity
to dispute your generosity.

On the day of the party,
check with everyone early in
the day for any last-minute
business emergencies and
do what is needed to take
care of them

57

Hosting a restaurant gathering
• As host, you are responsible for
making sure that no one gets
out of hand.

• And look out for those
habituated show-offs in every
office who relish their time in the
limelight.

• If you sense that someone is
trapped by one of these hams,
intervene politely and ask the
trapped person to accompany
you on some errand.

• Make sure, too, that no one
drinks too much.

58

Being a guest
• Stay sober and don't imbibe
any illegal drugs.

• And, even if everyone is
feeling giddy, stay away from

– displaying a little too much
affection for your romantic
partner or
– that attractive new
accountant you wish were
your romantic partner or
– making aggressive sexual
advances to any of your
colleagues.

59

Summary
•Its presentation and
•Special events are packaging can make the
viewed like difference between success
any other product or or failure.
service.

•With a powerful formula of
ambience, food,
entertainment and dramatic
visuals -- against a solidly
anchored budget and a well-
oiled plan -- guests will be
satisfied.

•And you, the host, will have
generated goodwill that can
boost your professional and
entrepreneurial stock and
ultimately, your bottom line.
60

Thank You

61

62

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