As a User Group, your main focus is user group meetings. While these are of utmost importance, it's also important to keep your group members engaged in-between meetings. One of the best ways to do this is through informal networking events. These laidback, low-key events require little planning and allow group members to make connections and keep in touch with those they meet at user group meetings. Here is an easy guide to planning your next informal networking event.
1. Do Your Homework: Find Location Options
6 Weeks Before Event. To keep the tone informal, opt for a restaurant, bar, or coffee shop. The second you switch to a conference room, the tone of the event becomes more formal. Coordinate possible accommodations with the potential locations. Here are a few things to keep in mind...
- If you think you'll have 10-15 people come to the event, you might not need to rent out a room but just have the location reserve a few tables.
- If you have 15 or more people come to the event, reserving a room at your location is your best option.
- Consider having a local IBM Business Partner sponsor your event by covering the cost of the room and a few appetizers. In return, let them attend your networking event and give a short spiel about their product.
2. Survey Your Group Members
6 Weeks Before Event. Once you have a few different location options for your event, survey your user group members to find out which location would work best for them. Also give options for a date/time so you can pick a time that works best for the most amount of people. Give respondents a week to respond to the survey and always send a reminder. Click here for more on building a survey.
3. Secure Your Date, Time & Location; Send Invitation
4 Weeks Before Event. Collect the survey responses and choose the options that work for the most group members. Call the top location and coordinate logistics, whether it's booking a room or reserving a few tables.
Once you have all the details secured, send out an invitation to group members (click here for an invitation template). Make sure to include the date, time, location, and if any drinks or appetizers will be provided. Feel free to create a registration survey and include a link in your invitaion if you need a count of who's attending.
4. Plan a Few Activities; Promote!
1-3 Weeks Before Event. Sometimes people need a couple activities to get warmed up, especially if they don't know anyone at the event. Take a look at these 10 Easy Ice Breakers For Your Next Meeting (I recommend numbers 1, 2, 7, and 10 for an informal networking event).
Don't let members forget about this event. Keep your networking event at top-of-mind! Send out a reminder email and write a blog post about your upcoming event to get members excited. Feel free to distribute this blog article about polishing your networking skills.
5. Confirm, Remind, & Prep
1 Week Before Event. Check in with the event location to make sure they'll have your space ready - it never hurts to double check!
Make sure to send an email reminder to everyone registered regarding the upcoming event in case it slipped their mind.
Pick up some sticky name tags and markers for attendees to make their own name tags.
6. Network, Network, Network!
Get to your event's location 15 minutes early to make sure everything is in place, set out name tags, and greet attendees as they arrive. You got this! Order a few appetizers to have available for when guests arrive and order a tray with glasses of water for guests as needed.
As always, if you need assistance planning your upcoming event, please reach out to me at usergroups@imwuc.org.
Have you planned an informal networking event? Have any stellar networking tips? Share your expertise in the comments!