Ribbon Cutting Ceremony Checklist

Ribbon-cutting ceremonies can introduce the grand opening of a business.

You can probably guess that when planning a ribbon-cutting ceremony, you'll need a ribbon and some big scissors, but there is much more to it. Cutting a ribbon to announce the grand opening of a business, community park or other establishment requires organization and preparation. The ceremony can also offer an informal marketing opportunity promoting the usage, service or product offered by the business. Ask for volunteers to serve on the planning committee, set the date and start planning.

Invitations and Media

Create a custom invitation to send to local city officials, clients, media representatives and businessmen. Include contact information for RSVPs as well as directions to the event and other pertinent information. Fliers and advertisements may also bring potential clients to the ribbon cutting. Prepare a press release to send to local television stations and newspapers. Invite media tycoons to your event with a personalized invitation.

Vendors

Arrange for florists to create centerpieces and other decorations including corsages, boutonnieres and greenery; a caterer for refreshments or a light meal; and a photographer or videographer to provide a professional and memorable atmosphere to the ribbon-cutting ceremony. Entertainment may be contracted relating to the type of business. For example, a children's clothing store may invite children to attend the ribbon cutting and be entertained by a clown or magician.

Ceremony

Create an agenda for the ribbon cutting to include speakers, a word from the president and events. Door prizes and a reception is common after the ribbon cutting. Offer guided tours of the new facility for the personally invited guests who may be local authorities, city council members, stakeholders or even the mayor of the town.

Set-Up and Tear-Down

Volunteer committees must be organized to set up and clean up the ceremony site including any tables, seating, prize tables, decorations and a stage area for keynote speakers, the ceremony emcee and the company president. If light refreshments are being served, volunteers need to set up a buffet-type presentation for guests. The actual ribbon-cutting tools should be displayed on a decorated table near the presentation area as the main focus of the ceremony.

Favors, Marketing Materials and Giveaways

Extend a favor to each guest in attendance that doubles as a business marketing tool. For instance, for an office-supply company ribbon-cutting ceremony, give each person a custom-printed pen stating the name, phone number and website information of the new company. A retail store may find it appropriate to give each guest a fashionable necktie or pocket scarf embroidered with the company logo.

Arrange for door prize entries, asking each guest to give their contact information, which can later be used for the company mailing list. Draw a few names to be given company-related items or donated gift baskets with a handwritten note from the company president.

After the Event

Form a reception line to thank guests for their attendance toward the exit of the reception. If the ceremony is not in an enclosed space, be sure to approach all personally invited guests to show your appreciation. Send thank-you cards to your vendors and those guests you could not reach personally and include monetary gratuity for displays of vendor excellence. Send surveys to employees in attendance for their feedback suggestions for future event planning with the company. Resend or update press release information and photos to media outlets.

References

• St. Tammany West Chamber of Commerce: Ribbon Cutting/Ground Breaking Packet
• University of North Carolina Wilmington: Event Planning Checklist
• Calvert County, Maryland: Planning Your Ribbon Cutting or Ground Breaking Ceremony
• Yuba Community College District: Checklist for Ground-Breaking and Ribbon-Cutting Ceremonies
• San Diego City Schools: Checklist For Ribbon-Cutting/Dedication Ceremonies