Hosting Inviting Introduction Guest Relations

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<ul><li>1.Hosting , Inviting, Introduction 1 &amp; Guest Relations Hosting , Inviting , Introduction and Guest Relations September 23, 2006 </li></ul><p>2. 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 3. Introduction Putting on the bigeventRequesting people tothe eventIntroducing the guestsEntertaining the guestsNetworking and Communications with guestsTo forge business relationships and ultimately profits.3 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 4. AgendaBusiness Event with purposePlanning and BudgetingType of Occasions and VenueGuest ListsInvitationsAttireGreeting the GuestFabulous FoodGuest introductionOffice PartiesGuest EtiquettesSummary4 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 5. Putting on the big eventBusiness 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 6. Need to host a business eventMarketing a new productor service Enhance the companysimage Increased contacts ,goodwill , additional sales To introduce your clientsto the new vice presidentOr, to celebrate the success of your business Relationships -&gt; Business-&gt; Profits6 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 7. Establish the purpose Focus determinesthe theme the appropriate venue guest list budget 7Hosting , Inviting , Introduction and Guest Relations September 23, 2006 8. Creating the right packageEvent 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 Rehearse8 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 9. Setting up the budget Decide how much you can afford to spendHave a feel for the scope of the eventReview your budget Determine essential areas that cannot be compromisedScale your event to a size that is financially manageable while enabling you to fulfill your business objectives 9Hosting , Inviting , Introduction and Guest Relations September 23, 2006 10. The CostsYour budget will vary according to the kind of event, its locale and the venue 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 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 venue10Hosting , Inviting , Introduction and Guest RelationsSeptember 23, 2006 11. Budget - TipsInterview several suppliers to get a range of bids and to compare servicesAsk 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 12. You can't afford not to do it rightYour budget should also include miscellaneous expensesPostage, security, sales tax,tips, liability insurance andcontingency funds for possibleovertime expenses. If you don't have time to plan an event, try a party planner, special events or public relations firm Dont forget to hire professional photographer for those memorable and candid shots Prepare an event checklist12Hosting , Inviting , Introduction and Guest Relations September 23, 2006 13. Choosing the right venueChoosing 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 Event13Hosting , Inviting , Introduction and Guest Relations September 23, 2006 14. The House PartyA 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 15. The Hotel suitesAlthough 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 16. The Hotel suites - Tipslocation of hotel .The event locations within hotel.Arrange for an open bar andbartenderConfirming each guest16 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 17. More formal than The Office entertainingathome or in a hotel. PartyGives clients andprospects a look at the inner workings of your operation. sales opportunity in the office.Company brochuresand other informativemarketing materialscan be placed atstrategic nerve centers. 17Hosting , Inviting , Introduction and Guest RelationsSeptember 23, 2006 18. The Office Party - TipsNo "theme" be adoptedDecorationsLight hors d'oeuvresNo finger foods .Leverage the event for business opportunities .18Hosting , Inviting , Introduction and Guest Relations September 23, 2006 19. 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.19Hosting , Inviting , Introduction and Guest Relations September 23, 2006 20. Entertaining Outdoors - TipsMake a site inspection of alllocations you are consideringone year in advance. Look at the site's outdoorfacilitiesMunicipal permits requiredfor event to be held in a publicplace20Hosting , Inviting , Introduction and Guest Relations September 23, 2006 21. Entertaining Outdoors - TipsTwo 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.21Hosting , Inviting , Introduction and Guest Relations September 23, 2006 22. The Corporate EventThe 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 anissue : - recreational, educational. Product exposure and corporatevisibility are key 22 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 23. 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 theseating assignments.23 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 24. Further detailsKnow Something about your guests' interests,hobbies, family life or education before the eventIt helps facilitate conversation and gives yourguests a feeling of importance.24 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 25. Inviting GuestsGuest ListIt gets tricky when somepeople will be invited, but noteveryone.Try to make clear categoriesSales ForceClientsYour Floor PeopleA ready and justifiableexplanation for includingsome people while excludingothers. 25 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 26. You are invited to It is essential that you send invitations.Invitation should be visually attractive Graphic design Take the help of professionalIt 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.26Hosting , Inviting , Introduction and Guest Relations September 23, 2006 27. Issuing invitationsThe way you word your invitations sets the tone for the affair .Invitations to casual events can be creative and unusualThose to formal affairs should follow protocol. If there is a theme to the party, include it in the invitation. 27 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 28. 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 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 29. 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 30. 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 months leadtime is crucial tosuccess.30 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 31. Considering significant others and children Always mention exactly whom you'reinviting 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.31Hosting , Inviting , Introduction and Guest Relations September 23, 2006 32. 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 invited she isn't invited! Meet her under the balcony after the function. 32 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 33. Guest attire A written invitation should specify how you expect your guests to dress. If you want to see the gentlemen in tuxedos, writeBlack Tie For suits and cocktail dresses, use the phrase Semi-Formal For a reception after work at which you expect suitsfor all, use the phrase Business Dress For slacks, sport coats, skirts or pants, use BusinessCasual For jeans, write Casual33 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 34. 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. 34Hosting , Inviting , Introduction and Guest Relations September 23, 2006 35. Variety , beauty &amp; 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. 35Hosting , Inviting , Introduction and Guest Relations September 23, 2006 36. 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.36Hosting , Inviting , Introduction and Guest Relations September 23, 2006 37. 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.37Hosting , Inviting , Introduction and Guest Relations September 23, 2006 38. Greeting your guestsAs 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 39. Greeting your guests 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 tosomeone 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 40. Greeting your guests 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 Hosting , Inviting , Introduction and Guest Relations September 23, 2006 41. Gifts etiquettes Accept the gift they brought graciou...</p>