Hospitality Committee Ideas

Organize a creative welcome reception, like a horse show, as entertainment for your guests.

The hospitality committee of any special event, such as a conference, homecoming or launch party, works to ensure all attendees have a good time. Taking care of the large and small details associated with the social element of the event, such as decor and corporate sponsorship, forms the core work of a hospitality committee. This experience-centric team is central to lasting impressions for any organization's big event.

Welcome Bags

The hospitality committee leads the welcome bag efforts. Choose a committee member who will champion the organization of the bags; this role sources all materials and ensures the bags are prepared for the event day. Welcome bags include treats, promotional items and sponsor materials. Treat ideas include chocolate bars, gum, mints, instant coffee packets and an item that is more of a necessity than a treat: a bottle of water. Branded event gear, such as T-shirts and coffee mugs, are traditional ideas for welcome bags. Make your bags stand out with iPod cases and memory sticks, other practical items. Also incorporate sponsor materials and event information in your welcome bags.

Decor

Assign a member of the hospitality committee as the decor chair. This role picks decor that reflects the theme of your event. Source your decor from bulk and wholesale dealers to cut costs. Decorating yourself, with the help of fellow committee members and a few volunteers, is more cost effective compared to hiring a professional decorator. Must-have decor items include a welcome banner, centerpieces for food and drink tables and balloons.

Corporate Sponsorship

Market your event to corporate sponsors to offset costs associated with your hospitality program. Select a corporate sponsorship chair; this individual will be the primary point of contact for sponsorship relations. Sponsors can donate in-kind materials as well as cash. Seek in-kind sponsorship for decor, liquor and snacks as well as prizes. Use cash donations toward any items that cannot be donated. Recognize your sponsors through attractive banners sporting their logos, and give plenty of verbal thanks during the opening remarks of any event.

Volunteers and Human Resources

Have a meeting of committee members along with volunteers to ensure all parties understand their role.

Members of the committee provide much-needed leadership for the event. However, having volunteer manpower is essential. Roles for volunteers include stuffing gift bags, decorating the hospitality suite and serving as greeters at events. Assign members of the committee as captains for different roles; these captains will serve as the primary point of contact for the teams of volunteers. Find volunteers through college and university student service organizations, seniors volunteer work clubs, related auxiliaries and, of course, through your network of peers, family and friends. Thank your volunteers with a token gift and letter of appreciation.

References

• "Special Event Production: The Resources"; Doug Matthews; 2007