Hosting an Event - Tualatin Chamber of Commerce

Networking am

Hosting a Networking AM can be a very fun and satisfying thing to do. But if you�ve never hosted one before (even if you�ve attended dozens of them) it can be a little intimidating. That�s where the Chamber Greeters come in. It�s their job to guide you to a successful Networking AM, and these helpful hints are the first step.

How do people know? The Chamber gives our members several opportunities to find out where the AM will be held each week: the current months� Networking AM�s are on the front page of the newsletter, the Chamber website www.TualatinChamber.com lists the AM�s far into the future; and the weekly blast email, as well as the message on our phone, tells everyone where we will be on Friday.

HOWEVER, it is still your event, and while the Chamber does all it can, you still need to actively tell people you will be hosting a Networking AM. This can be accomplished by reminding people at AM�s or luncheons you attend, or mailing notices to Chamber members. Don�t forget to invite your neighbors, even if they are not members. Remember, it�s a networking event so everyone benefits from new contacts.

Attendance at Networking AM�s can range between 30 and 60. The number varies each week, but as a rule we average 45. It is best to plan for a large crowd and if you have food left over, your staff will love you!

My office is TOO small! If you do not have a location that is conducive to hosting a large group of people, or you work from home and there just is not enough space, there are several locations in Tualatin that will gladly let you hold your AM at their location. As the host you will still get all the publicity, they simply supply the space. Please talk to your Greeters to see which location might be a good fit for your company.

What should I supply?

Food. Since the AM�s begin early in the morning, it is traditional for the host to supply something for the attendees to munch on. You are not required to supply them with breakfast, but it�s nice to have something to eat that early in the morning, and is a nice way to welcome everyone. It can be donuts, bagels, muffins, coffee cake, maybe some fruit for those eating healthy; your imagination is the limit. There is always coffee and usually juice for those who don�t drink coffee. If appropriate these refreshments can include samples from your business.

Door Prizes. Usually the host provides door prizes, it can be as few or as many as you wish. We recommend something with your logo on it, or something related to you business. Coffee mugs with candy in them are always nice. If you have something you want to give away that is fairly expensive, you may only want to have 1 or 2, but if you want to fill up coffee mugs you might want to give away 4 - 6. The idea is for people to remember you and your event, not for you to spend hundreds of dollars. You will need to provide a container for attendees to put their business cards in. You will be able to keep the business cards collected that day for follow-ups like sending a thank you letter to attendees.

A Tour. You might arrange tours of your business if it is appropriate or would be of interest to members. Please arrange the tours to take place after the networking resumes approximately 8:30 am.

A Table or two. Ideally, you should have a table near the entrance door for Chamber nametags and other Chamber materials. Since handouts are not allowed to be distributed during the meeting, we will need a place to put member flyers and brochures as well.

Contract. Sign the Chamber contract for your Friday and review your responsibilities with your contact Greeter. If unable to follow through on your Friday Commitment, be certain to contact your Chamber Greeter ASAP.

It�s Friday at 7:30, now what? The Chamber Greeter you have been working with will serve as the emcee that day. Other Greeters will assist in greeting members, getting the self-introductions started, and holding the drawings.

7:30 am � The AM begins with a half hour of networking. People will arrive between 7:30 and 8:00 am.

8:00 am � The emcee with have everyone gather in a circle for self-introductions, limited to 30 seconds or less. As the host, you are introduced first so you can welcome everyone and tell them about your company. Next, new members and first-time visitors are introduced.

8:30 am � After the introductions the emcee will turn the floor back over to you to do drawings. The Chamber�s 50/50 drawing is then held.

8:40 am � Networking resumes with people generally leaving between 8:40 and 9:00 am.

What�s the most important thing? HAVE FUN! And, if you have any questions, please don�t hesitate to ask your Greeter, or the Tualatin Chamber staff at (503) 692-0780

alive after five

Hosting an Alive After Five evening networking event can be a very fun and satisfying thing to do. But if you�ve never hosted one before it can be a little intimidating. That�s where the Chamber Greeters come in. It�s their job to guide you to a successful event and these helpful hints are the first step.

Alive After Five is held from 5:30pm to 7:00pm.

How do people know? The Chamber gives our members several opportunities to find out where Alive After Five will be held each month including the current months newsletter, the Chamber website www.TualatinChamber.com, the weekly blast email, as well as the message on our phone, tells everyone where they can find us.

HOWEVER, it is still your event, and while the Chamber does all it can, you still need to actively tell people you will be hosting Alive After Five. This can be accomplished by reminding people at the AM�s or luncheons you attend, inserting flyers (for a small fee) into the Chamber newsletter, or mailing notices to Chamber members. Don�t forget to invite your neighbors, even if they are not members. Remember, it�s a networking event so everyone benefits from new contacts.

Attendance. At an Alive After Five evening networking event is hard to determine right now, as it�s a new event. We believe it will compare to Networking AM�s which can range between 30 and 60.

What should I supply?

Food. Since the event is right after work, it is traditional for the host to supply something for the attendees to munch on. You are not required to supply them with dinner, but a hot or cold hors d�oeurve tray would be nice. Your imagination is the limit.
Beverages. Evening events seem to be made for a glass of wine or beer, although coffee and/or soft drinks (some form of non-alcoholic beverage) would be appropriate as well. By giving away food and/or alcohol you do not need a food handler�s permit, temporary restaurant permit or alcohol servers license, but it would be wise to check with your insurance company to make sure your policy covers you if you provide alcohol to guests because the liability lies with you, not the chamber.
Door Prizes. Usually the host provides door prizes, it can be as few or as many as you wish. We recommend something with your logo on it, or something related to your business. Coffee mugs with candy in them are always nice. If you have something you want to give away that is fairly expensive, you may only want to have 1 or 2, but if you want to fill up coffee mugs you might want to give away 4-6. The idea is for people to remember you and your event, not for you to spend hundreds of dollars. You will be able to keep the business cards collected that night for follow-ups like sending a thank you letter to attendees.
A Tour. You might arrange tours of your business if it is appropriate or would be of interest to members. Please arrange the tours to take place after the group has been networking for about an hour, or 6:30pm.
A Table or two. Ideally, you should have a table near the entrance door for Chamber name tags and other Chamber materials. Since handouts are not allowed to be distributed during the meeting, we will need a place to put member flyers and brochures as well.
Contract. Sign the Chamber contract for your event and review your responsibilities with your contact Greeter. If unable to follow thru on your commitment, be certain to contact the Chamber ASAP.

It�s Wednesday at 5:30pm now what? The Alive After Five evening networking event is designed to be a pure networking function, so there is much less structure than at a Networking AM. About 6:00pm your Chamber Emcee will get everyone�s attention so we can thank-you for hosting and give you a few minutes to talk to us about your company. If you have a door prize, this would be the appropriate time to give it away. After you are done speaking, the networking will resume until 7:00pm when the event ends.

What�s the most important thing? HAVE FUN! And, if you have any questions, please don�t hesitate to ask the Tualatin Chamber staff at 503-692-0780.

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