When guests get to an event, what is the first thing they do? Check in. That way the event planner knows who has arrived. But it also gives guests the opportunity to receive their welcome packet and figure out what they are supposed to do next. When guests check in to your event, they need something tangible to help guide them.
Here are 6 things you should include in your welcome packet:
- A “welcome” message – Make sure to add that personal touch to let your guests know that you are glad they are attending your event. This is the opportunity to write a little “hello” to guests and begin pointing them in the right direction.
- Contact information – In case of emergency, guests should have the cell phone number of the leader and the front desk/emergency number of the venue.
- Schedule – Even if a guest has already heard the schedule, they will be too busy having fun to remember where they need to go when.
- Property map – Unless your event is all contained in one room at the venue, a property or building map will greatly help guests figure out how to get everywhere. Just request one from the venue.
- Menu – When the venue is catering, many planners leave the meals up to them without a second thought. As long as there are options, guests will find something to eat, right? Wrong. For those with dietary restrictions or picky eaters, having a menu can help them prep for each meal, instead of being stuck with a grumbling stomach.
- Name badge – Guests may all know each other, or they may not. But a name badge also gives a personal touch, while allowing them to better communicate with the venue staff.
There are so many things to share with guests at your event. The best way to do so is by utilizing the welcome packet.