The holidays are a perfect excuse to get together with user group members to celebrate the new year, or to recognize members who have gone above and beyond in your user group.
This time of year can also bring hectic schedules and long to-do lists. Rather than planning an entire user group meeting, opt for something casual and fun! If you need guidance, check out the below planning list to ensure all your bases are covered.
1. Research Possible Venues
4 Weeks Before Event. To keep the tone informal, opt for a restaurant, bar, or coffee shop. In fact, many restaurants get into the holiday spirit by stringing lights, hanging wreaths or featuring holiday drinks on their menu. A quick google search for “restaurants with a holiday ambiance” will get you started on your search.
When coordinating possible accommodations, keep these things in mind:
- Your headcount. Can attendees mingle in the lounge/bar or do you need to reserve a couple tables?
- If you anticipate 15 or more people coming to the event, reserving a room at your location may be 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 Group Members
4 Weeks Before Event. Once you have a few different location options for your event, survey user group members to find out which location, date and time works best. Give members 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
3 Weeks Before Event. Collect the survey responses and choose the option that works 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 invitation if you need a count of who's attending.
4. Plan Activities & Promote!
1-3 Weeks Before Event. Don't let members forget about this event! Send a reminder email and write a blog post about your upcoming event to create buzz. Feel free to distribute this blog article about polishing your networking skills.
Sometimes people need a couple activities to get warmed up. Check out these 10 Easy Ice Breakers For Your Next Meeting (I recommend numbers 2 and 7 for an informal networking event).
To give this a holiday twist, consider doing a white elephant gift exchange with a gift budget of $10. If you have a budget, consider hosting a raffle or purchasing gift to recognize your most active members. Whatever you do, choose an activity that inspires interaction and celebration.
5. Confirm, Remind & Prep
1 Week Before Event. Check in with the event location to ensure they'll have your space ready - it never hurts to double check! Plus, you'll want to send an email reminder to everyone registered one day before the event, to ensure the meeting is still accounted for on their shcedules. And don't forget to pick up some sticker name tags and markers so attendees can jump into conversations with one another easily.
6. Day of Event
Arrive at the event location 15 minutes early to make sure everything is prepared, 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. And finally, enjoy yourself!
Have you planned an informal networking event? Have any stellar networking tips? Share your expertise in the comments! Or reach out to me directly at usergroups@imwuc.org.