Hosting a client appreciation event is one of the most rewarding and fun ways to make your customers feel valued. It is also a great opportunity to meet your clients’ friends and business associates.

Personal contact is sorely missing in today’s business. You want to feel valued and appreciated, and so do your customers. Hosting an appreciation event is a great way to accomplish this, and meet some new potential customers in a very positive light. Good will is a by-product that is built from your appreciation event. A natural progression from this contact is business deals. People want to work with people they like and trust.

Planning is Key

If you are considering having an event, build in some planning time. By thoroughly planning, you will help to ensure hosting a successful event. These events don’t have to be huge or elaborate, but you do want to make sure they project you in the most favorable light. Here are some things to consider when you are planning:

WHEN — What is the best month or season for you to host your event? Will you be having it outside? Consider the weather and other annual events calendars when you choose your date.

WHAT — First and foremost, consider your budget. Cost will be a factor across the board when planning your event. Set a budget. This will help rein in ideas and expenses.

Secondly, size matters. If you are planning a grand scale event, consider partnering with a related business that will benefit from working with your work associates. For example, a real estate agent might want to co-host their event with a favorite lender. Sharing the cost may give you more money to work with to make the event extra special.

Thirdly — What kind of entertainment will you have? Will you be unveiling your latest product or service? Do you want a DJ or some form of entertainer there to add atmosphere? Take into consideration the “feel” you want your event to have. What do you want this event to say about you and your business? Are you interested in “wowing” your clients, or do you want to host a warm, relaxed party? What you desire the event to say about you will dovetail into your budget. The “What” part of your event really can be wrapped around the theme of your event.

WHO — Who is invited? Create your invitation list. Do you want all of your customers included or perhaps key accounts? Do you plan on inviting hopeful customers that you want to win over?

Once you have determined the guest list, this will help you fine tune your budget. Budget divided by guest number will dictate a “per person” price. This is a valid figure to work with when it comes to the catered food, the entertainment, the incidentals (party necessities) and any gift items or door prizes you might choose to give.

WHERE — Choose your location based on your guest number, the date of the event and venue availability. Where you have the event might also be considered if this is a themed event.

Here are a few event ideas:

Picnic in the park Lunch or brunch Cluster of seats at a sporting event Masquerade Try a dance theme party complete with lessons Block party with neighbors Wine tasting

Planning Points:

· Create your invitation list.

· Send out “Save the Date” cards.

· Select location.

· Contract with a caterer.

· Plan for some “fun” at the event, such as door prizes or mini contests to get the guests involved

· Hire a photographer for publicity shots to be used in your newsletter, blog or website.

· Send invitations so they arrive 30 days before the event with an RSVP by date two weeks before the event date.

· Include good directions in the invitation

· Use E-vites for easy RSVP’s. Guests will be able to view who else is coming.

· Expect one-third to one-half of those invited to attend.

· Two weeks before, finalize details with hired professionals. Request 5% more food than guest RSVPs.

· Be at the entrance to greet each guest upon their arrival

· Have name tags for guests

· Have hired staff there so that you and your employees can mingle with guests.

· Avoid discussing business at the event. If a guest is interested in discussing business with you, suggest scheduling an appointment with them.

Take the time to plan your appreciation event. Hire quality professionals to assist you. This is a win-win idea. You feel good and your customers feel appreciated. Remember, the ramifications of this event will pay you dividends. You are promoting your business in a highly effective way. This will help your customers remember you, to think of you, and to call you when they need your product or service. Repeat your appreciation event each year and watch your business grow.