Transcript
Page 1: Hosting Inviting Introduction Guest Relations

September 23, 2006Hosting , Inviting , Introduction and Guest Relations1

Hosting , Inviting,Hosting , Inviting,IntroductionIntroduction& Guest Relations& Guest Relations

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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)

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•Putting on the bigevent

•Requesting people tothe event

•Introducing theguests

•Entertaining theguests

•Networking andCommunications withguests

•To forge businessrelationships andultimately profits.

IntroductionIntroduction

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Business Event with purposePlanning and BudgetingType of Occasions and VenueGuest ListsInvitationsAttireGreeting the GuestFabulous FoodGuest introductionOffice PartiesGuest EtiquettesSummary

AgendaAgenda

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Business events

• An intimate soireefor 10 at your home

• A workplacereception to showcaseyour new office space

• A golf and tennisweekend tournament

• A black-tie gala atan elegant hotel

Putting on the big eventPutting on the big event

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•Marketing a new productor service

•Enhance the company’simage

•Increased contacts ,goodwill , additional sales

•To introduce your clientsto the new vice president

Or, to celebrate thesuccess of yourbusiness

•Relationships -> Business-> Profits

Need to host a business eventNeed to host a business event

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•Focus determines

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

Establish the purpose

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•Event can be as simple as a pitch-in or ascomplicated as a formal dinner forcorporate titans

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

•Planning is the key to success

•Rehearse

Creating the right packageCreating the right package

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•Determine essential areas that cannot be compromised

•Scale your event to a size that is financially manageablewhile enabling you to fulfill your business objectives

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

•Have a feel for the scope of the event

•Review your budget

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• Your budget will vary according tothe kind of event, its locale and thevenue you choose.

• Rs 700 to Rs 1000 per personfor home dinner parties

• Rs 500 to Rs 700 per personfor Office parties and cocktailparties given at home.

• Hotels can vary in cost andoffer several options tailoredto suit any budget.

• The disparity in the cost of hostinga business event at a hotel is asgreat as the distance betweenMontana and Manhattan

• The costs will vary tremendouslyby state, city and venue

The CostsThe Costs

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BudgetBudget -- TipsTips

Interview several suppliers to get a range ofbids and to compare services

Ask for written proposals which spell out allitems and services that will be included in thevendor's fee

Make certain all suppliers are clear on theconcept of your event before you sign acontract for their services.

The contract should define all services inwriting and should be clearly understood byboth you and the supplier.

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You can't afford not to do it rightYou can't afford not to do it rightYour budget should also includemiscellaneous expenses

–Postage, security, sales tax,tips, liability insurance andcontingency funds for possibleovertime expenses.

If you don't have time to plan anevent, try a party planner, specialevents or public relations firm

Don’t forget to hire professionalphotographer for those memorableand candid shots

Prepare an event checklist

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Choosing the appropriate location is key.

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

The House PartyThe Hotel SuitesThe Office PartyEntertaining OutdoorsThe Corporate Event

Choosing the right venueChoosing the right venue

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The House PartyThe House PartyA cocktail party, buffet or sit-down dinner.

Transforming clients andbusiness associates into friendsand business partners.

Inexpensive–For as little as Rs 4000 fora four-course meal for six,including drinks anddessert–An alternative catering bya local gourmet restaurant.–Hiring a caterer, waiters,bartender and maid is thebest option : you spendyour time with clients.

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Although less personal,entertaining at a hotelrequires less work for thehost to prepare.

A hotel account executiveor in-house meeting planneris assigned to ensure that theevent runs smoothly.

The Hotel suitesThe Hotel suites

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location of hotel . The event locations within hotel.Arrange for an open bar and

bartenderConfirming each guest

The Hotel suitesThe Hotel suites -- TipsTips

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The OfficeThe OfficePartyParty

More formal thanentertainingat—home or in a hotel.

Gives clients andprospects a look at theinner workings ofyour operation.

sales opportunityin the office.

Company brochuresand other informativemarketing materialscan be placed atstrategic nerve centers.

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•No "theme" be adopted

•Decorations

•Light hors d'oeuvres

•No finger foods .

•Leverage the event for businessopportunities .

The Office Party - Tips

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•Full-service resort complex replete withswimming pools, health club and otheramenities.

•A more personal and gives informaldimension of the company and themselvesto clients.

A Day inthe Sun

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•Make a site inspection of alllocations you are consideringone year in advance.• Look at the site's outdoorfacilities•Municipal permits requiredfor event to be held in a publicplace

Entertaining Outdoors - Tips

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•Two months beforesending out invitations,make another siteinspection to ensure thatthe facilities are up to par.

• Choose a weekday to hostyour outdoor event.

•A rain date should be notedon the invitation in caseinclement weather forcescancellation.

Entertaining Outdoors - Tips

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The Corporate Event

•The major objectives–To make the public aware of acompany's existence, a product orservice–To enhance its image or extendgoodwill in the community.

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

•Product exposure and corporatevisibility are key

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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.

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

Further details

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•Guest List•It gets tricky when somepeople will be invited, but noteveryone.•Try to make clear categories

•Sales Force•Clients•Your Floor People

•A ready and justifiableexplanation for includingsome people while excludingothers.

Inviting Guests

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•It is essential that you sendinvitations.

•Invitation should be visuallyattractive

•Graphic design•Take the help of professional

•It is crucial to stay on top of yourreplies.

• This helps to keep an accuratecount for menu planning , sizeof your venue etc.• In general, count on half thenumber of people you haveinvited to actually attend.

You are invited to …

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Issuing invitations

•The way you word yourinvitations sets the tone forthe affair .

•Invitations to casualevents can be creative andunusual

•Those to formal affairsshould follow protocol.

• If there is a theme to theparty, include it in theinvitation.

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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 thehost only if not attending

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

affair.

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An illustration"We'd love to have you join us for an

informal brunch with a few others fromwork at our house a week from Sunday.We plan to get together at 11 a.m., havebrunch, and watch a holiday movie "

– This invitation contains a lot ofinformation that your guests willappreciate.

– Your guests know how they need todress and that others have beeninvited to the brunch.

– They know that the meal will consistof more than chips and dip, and theyknow that you expect them to leaveby 3 p.m.

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Written invitations

• If you are composing awritten invitation, makesure that it has all therelevant information.

• For written invitations tobusiness events, usetitles on the envelope:Mr., Mrs., Ms., or Dr.

• Send Invitations well inadvance. A month’s leadtime is crucial tosuccess.

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Considering significant othersand 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 tellthem they can bring a guest if they'dlike.

– For couples who live together, bothnames go on the same line of theenvelope.

– Roommate names are listed onseparate lines.

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Considering significant others andchildren

• 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 invitedshe isn't invited! Meet her under the balcony afterthe function.

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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

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Fabulous Food

• Represents the very essence of a party's success

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

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

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

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

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Variety , beauty & abundance

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

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

• Visually appealing and abundant.

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

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The uninvited guest

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

• Perhaps your cubicle mate shows up with his brand newgirlfriend.

• Just ignore your guest's breech of etiquette and warmlywelcome any uninvited guest as if you were hoping for just sucha visit.

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

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Entertaining the Boss

• Not all bosses are ultracasual, and for those whoaren'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 andsend them on their way

– Wait to call your boss and your boss'scompanion by their first names until you've beenasked to do so.

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

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

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

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

•Introduce newcomers all around the room until the numberof guests gets too large.

Greeting your guests

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Greeting your guests

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

• Keep an eye out for shy guests who plasterthemselves to the wall.– Engage them in conversation and introduce them to

someone who can draw them out.

• Always have both alcoholic and nonalcoholicbeverages, including water.

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

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Greeting your guests

• Cocktails should be served for no more than an hour

• Appetizers and snacks should be provided whileserving alcoholic beverages.

• Remember to serve the most senior guests first.

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Gifts etiquettes

• Accept the gift they brought graciously.

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

• 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 theydo, reprimand them.

• There is no reason to be rude.

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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.

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•A buffet works for 10 guests or 100.

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

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

•Be sure to:–Set up the bar away from the horsd'oeuvre and the buffet table to avoidcongestion.–Provide a drop-off table for cocktailglasses before the buffet.

Running the meal – The Buffet

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Running the meal – TheBuffet

– Think about traffic flow. Make surethere's enough room for people to getto and away from the buffet table.

– Set up glasses and dinner beverageson the dining tables so that peopledon't have to juggle food plates anddrinks.

– Organize menu items in standardmenu order : main courses first anddesserts last.

– Have backup serving dishes.

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The dinner party• A dinner party is a small affair,

with usually no more than 12guests.

• Its business function is toprovide a gracious climate inwhich to build relationships.

• The conversation should begeneral, social, and witty.

• The food should be preparedand served in courses : atleast three, no more than five.

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

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The dinner party

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

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

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

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

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

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The dinner party

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

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

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

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

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The dinner party

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

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

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

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Ending the party

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

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

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

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

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

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Hosting and Attending OfficeParties

• Useful for building morale and celebratingaccomplishments.

• The impetus for parties should be genuine and sincere.

- Office parties should be given for a reason and bereasonably short.

- Once or twice a year is plenty.

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Occasions

• Birthdays:

– significant ones : the decade birthdays

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

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

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

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Occasions

Weddings:

•Colleagues, clients, and bosses getmarried. And you won't be invited to all theweddings.••Unfair? Maybe, but not everyone shareseverything with coworkers:

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

• But even if you're not invited, it's a nicegesture to organize an office gift for yourfellow worker.

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Occasions• Babies:

– Touching a pregnant woman's stomach.

– Asking a new parent detailed questions.

– Demanding a play-by-play description of the deliveryor subjecting others to every detail of your ownexperience is not appropriate..

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

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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.

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Check with boss

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

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

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

• Delegate the details of the party as you require, butguarantee a successful party by putting one person incharge to whom the others report.

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Check with boss

• If there are to be donations, designate one person tocollect the money, and specify whether the money isto be used for a gift, refreshments, or both.

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

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

• This helps provide a ready source of money forsmall employee gifts and helps prevent frequentrequests for more money.

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• If you're having the party ata local restaurant, then, ashost, you are responsible forthe reservations.

• Make arrangements to paythe bill privately, so that noone else has the opportunityto dispute your generosity.

On the day of the party,check with everyone early inthe day for any last-minutebusiness emergencies anddo what is needed to takecare of them

Hosting a restaurantgathering

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• As host, you are responsible formaking sure that no one getsout of hand.

• And look out for thosehabituated show-offs in everyoffice who relish their time in thelimelight.

• If you sense that someone istrapped by one of these hams,intervene politely and ask thetrapped person to accompanyyou on some errand.

• Make sure, too, that no onedrinks too much.

Hosting a restaurant gathering

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Being a guest• Stay sober and don't imbibe

any illegal drugs.

• And, even if everyone isfeeling giddy, stay away from

– displaying a little too muchaffection for your romanticpartner or

– that attractive newaccountant you wish wereyour romantic partner or

– making aggressive sexualadvances to any of yourcolleagues.

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Summary•Its presentation andpackaging can make thedifference between successor failure.

•With a powerful formula ofambience, food,entertainment and dramaticvisuals -- against a solidlyanchored budget and a well-oiled plan -- guests will besatisfied.

•And you, the host, will havegenerated goodwill that canboost your professional andentrepreneurial stock andultimately, your bottom line.

•Special events areviewed likeany other product orservice.

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Thank You

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