The Ultimate Corporate Event Welcome Package Must Include These Things
Don’t forget the snacks!
A warm smile and a welcoming dose of eye contact are two ways you can make a great first impression. But it’s not just individuals who should consider the first impression they’re making to clients and co-workers; brands must do the same.
Think of an event welcome package like your corporation’s first impression. You never get a second chance to make it, as they say, so it’s wise to plan ahead to set the tone for an impactful day or week.
Whether you’re hosting a leadership retreat, incentive trip, conference, team building event or summit, this guide will coach you along how to set the mood for a productive and memorable meeting.
How to Build a Corporate Event Welcome Package
Unsure of where to start? An agenda is a terrific item to check off the list, and will be beneficial to ease anxiety about any unpredictable moments ahead. This outline, including times and brief session summaries, will also aid in keeping everyone on time and in the loop. If possible, consider printing this on paper, then include a QR code in the corner for those who prefer to follow along by phone.
If you’re serving food during the event, it’s thoughtful to include the menu somewhere on this document, either on the flip side or via a separate QR code. By sharing this in advance, you can give those with any dietary restrictions or preferences time to plan for accommodations (or reach out to you to request alternate meals or snacks).
From there, let your venue and event style be your gift fairy godmothers. These details can play a big role in designing the overall package—and making the day or week as cohesive as possible. If the event is in Miami, sunscreen and sunglasses might be appropriate, while in Boston, a chowder mix or might feel more in line.
In terms of presentation, a carefully-packed box feels more polished and planned than an array of items tossed into a tote bag. No matter what package you choose to present the welcome gift inside, have this ready at the check-in table or awaiting attendees in their hotel rooms if attendees are arriving early and staying the night.
Above all, aim to be thoughtful to everyone’s preferences when designing your welcome gifts. To ensure all attendees are able to partake in the goodies, try to select items that most people can enjoy. (For example, it’s best to offer naturally gluten-free and plant-based if you’re including food, and steer clear of polarizing scents, alcohol or anything with political or religious undertones.) Also keep packing efficiency in mind. If the products aren’t designed to be enjoyed on-site, what will be simple for all to take home?
Beyond an agenda and menu, many corporate event packages include some or all of the items below:
● Salty and sweet snacks to keep energy levels strong
● A beverage or two to help with hydration
● A couple themed gift items, ideally locally-sourced locally
● A thoughtful welcome note, handwritten if desired
At the conclusion of the event and soon after, don’t forget to thank all of those who made the gathering a success, including event organizers, speakers, volunteers, integral team members and on-site staff. A positive final impression is also vital to leave all with a hospitable memory—and set the tone for next time.