How to Plan a Networking Event

Wine is an essential ingredient to any networking event.

When it comes to planning a networking event, you want to choose a place that can comfortably accommodate your group but which also has something to offer to attendees that can help boost attendance. Remember to offer food and drink, to collect business cards at the door, and to keep people’s interest until the end. For the most part, people know what to do—talk to everyone else in the room—and all you have to do is make it easier for them to make the rounds.

Instructions

Preparing for the event...

1. Choose a location. It should be large enough for your group, have lots of area for people to mingle, and should draw interest on its own. Ideal spots are places like theaters, art galleries, privately-owned hotels, and shops featuring local goods.

2. 

   Ask if the host can provide food and drink. If not, talk to local caterers, restaurants, and liquor stores. Ask if they would be willing to donate goods and/or services for the event. If the event supports a particular cause, explain how their donation will help raise money for the cause. If you must buy food and drink, talk the price down by inviting their employees to the event.

3. Ask if the host would be willing to donate a door prize. A theater might offer a four-pack of tickets to the next show, for instance. Otherwise, see if your company has any remaining gifts from past events, like monogrammed umbrellas or golf balls. Guests feel like they got a good value if they don't leave empty-handed.

4. Announce your event. Make an announcement in the local newspaper, your company’s website, and in email blasts to potentially interested parties.

5. Register your guests. You may allow advanced registration over the phone. Decide the types of payment you can accept and keep an organized registration list indicating who has signed up, the name of their company, if they paid in advance, and their method of payment. If you allow guests to register and pay at the door, leave space in the registration list for last-minute attendees.

At the event...

1. Get attention. Put up signs that lead attendees to the right location and entrance if necessary.

2. Collect payment. One to two people should be able to handle the task of collecting money, writing receipts when requested, and checking people in.

3. Collect business cards for the door prize. While you have your guests’ attention, tell them more about your event, about your host, or about your company.

4. Lay out name tags in alphabetical order by last name. Guests can pick theirs out if they choose to wear one. For those who pay at the door, have blank name tags and magic markers so they can make one out for themselves. (Also see my article “How to Create Name Tags in Microsoft Word.”)

5. 

   Have food distributed throughout the space or have servers to bring food around to your guests. Drinks should be offered from one central bar location (or a few).

6. 

   Allow your guests to mingle. Join in conversations, but do not try to manage them. Be available to answer questions about your company and event. Remind people to drop off their business cards for a chance to win the door prize.

7. Get on with your program. If the event is solely for networking, this is a chance to introduce yourself. Remember to thank your guests for attending, your host, and any other people who have helped to coordinate the event. If your program is more involved, explain the plan for the evening. Remember to remind your guests about upcoming events.

8. Choose a business card from the collection to reveal the winner(s) of the door prize. He should be present to receive it.

9. Wrap up the event. If you have a set end time, it will usually dwindle down on its own. If you are cleaning up and packing things away, people will get the idea. If they do not, circulate and thank everyone again for attending.

10. Stick around. Offer to call a taxi for anyone who would prefer not to drive home.

11. Clean up. Remember to leave your space as clean as it was when you arrived.

Tips & Warnings

• Organize two registration lists: one by last name and one by company.

• Leave information, like brochures and pamphlets, available for guests to take away with them as they enter and leave.

• Make signs with useful information so you don't have to repeat yourself over and over. Consider making signs that say “Drop your business card here to win our door prize” and “Thank you to our host.”

• Don't drink and drive, and don't let your guests do it either.

• If you allow people to show up and get billed later, make sure you get all their accurate contact information, including the company name and phone number.