Articles of Interest

How to Plan a Successful Open House

With over 30 years of experience in catering and event planning, we see hundreds of corporate events every year. Some are wonderful, successful events, enjoyed by both host and guests...and others are dull and boring or just plain flops!

How can you make your event successful? Consider the following points when you begin planning your party:

1. What is your goal? Do you want to introduce a new product?, Announce your new location? Thank clients and key vendors? Schmooze old and prospective clients? Most small and medium businesses have limited funds for special events. By making your event a combination of careful marketing strategy and social interaction, you can have the best of both worlds.

2. Make your guest list. Once you have identified what you want to accomplish with your event, it will be easier to choose the guests that will help you accomplish your goal. If you include family and friends in your list, remember that your clients and prospective clients are the most important guests from a marketing standpoint. You and your staff need to identify and spend time with your most important clients.

3. Set the day and time. Check that nothing major is happening in the business community on your day. Tuesday, Wednesday and Thursday are the best days for corporate events. Mondays are usually too busy, and Fridays are the beginning of the weekend. If your guest list is mostly corporate, begin your open house at 5:00. If you have many retired guests, start earlier, perhaps at 4:00. Two and a half to three hours is about right for business events.

4. Put Zing in your invitation! If you want your event to stand out and be noticed, hire a professional graphic designer or marketing person to create something unique and fun. Don’t let your invitation look like a funeral announcement. Bright colors and interesting text will create excitement and anticipation about your event. Ask for an RSVP.

5. Choose beverages. The trend is away from full bars, and toward wine, micro brews and lighter soft drinks. If you choose to serve alcoholic beverages, hire a professional bartender covered by liquor liability insurance. If possible, give the guests a real glass rather than plastic. An espresso cart is a great alternative to serving alcohol.

6. Choose your menu. Time of day, what you would like to spend, how much space you have available for food display are the most important considerations. Most events held in business offices feature easy to eat Hors d’Oeuvres. You can choose light foods, or more substantial offerings that would take the place of a meal, depending on your goals and what you would like to spend. Desserts are increasingly popular at business events.

7. For larger events, hire a caterer. Ask your associates and clients who they recommend. Check that your caterer is licensed and insured, with workman’s compensation for their employees. How long have they been in business? Ask for references and check them. A professional caterer will work with you to accomplish your goals, and stay within your price range. Be realistic. Don’t expect a lavish food display for the price of a Happy Meal.

8. Give a gift or have a drawing for attendees. People always love to take something home with them. Put your logo or marketing message on your gift, but be sure it is something useful. If individual gifts are not in your budget, consider having a drawing for one of your best products or a specific service.

9. Market, Market, Market! all during your event. Have a staff meeting before the event and assign staff to key areas of your office/facility. Explain the importance of “working” the event and schmoozing the guests. Greet them when they arrive and thank them as they leave. Don’t forget to have lots of promotional materials prominently displayed.

Remember, you’re spending your time and money to accomplish a business goal. Plan ahead, keep focused on your objectives, then relax at your own successful party and have a great time with your guests!

This article first appeared in the Pierce County Business Examiner. Sharon Snuffin, president of Snuffin's Catering, has over 30 years of experience as a caterer and event planner in south Puget sound. She can be reached at 253-851-2900 or you may visit www.snuffins.com for more information.

Call us at 253-851-2900

6745-A Kimball Drive
Gig Harbor, WA, 98335