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A great welcome reception isn’t just a warm-up—it’s your big chance to kick off the event with a bang! This is where you set the tone for the rest of the event, build excitement, and get those networking vibes flowing. So, how do you make sure your reception is more than just an obligatory opener? Here are some pro tips to turn it into the highlight of your event.
1. Choose your timing carefully.
The timing of your welcome reception can make or break attendance. For conferences with attendees traveling from out of town, scheduling the reception the evening before the conference officially starts can entice early arrivals. This provides a chance for attendees to unwind, connect, and get into the right mindset for the event. Even for local attendees, an evening reception the night before helps them ease into the event, setting a relaxed and positive tone.However, timing is everything. Avoid scheduling it too late, as attendees will need to be well-rested for the next day’s sessions, but not so early that travelers miss out. In our experience, a start time between 6-7 p.m. is ideal, giving people time to check in, freshen up, and make their way to the reception without feeling rushed.
2. Let people know what to expect.
First-time attendees or solo travelers might be tempted to skip a welcome reception. Alleviate any hesitation with pre-event communications that highlight the reception's benefits! In emails, social media, or your event app, emphasize the networking opportunities, mention key figures who will be present, and showcase any exciting activities or entertainment planned.Providing an agenda for the evening and dropping hints about what attendees can look forward to—whether it’s an engaging speaker, a fun activity, or a unique venue—can make the event feel more approachable and less intimidating.
3. Pick a venue with personality.
The venue sets the tone for your welcome reception and can leave a lasting impression. Choose a location that is convenient—ideally, within walking distance of the main conference area or hotel accommodations. This reduces the hassle of transportation and ensures attendees can easily attend.
Beyond convenience, consider venues that highlight the local flavor or charm of the host city, like a quirky bar, a rooftop with panoramic views, or a well-known cultural landmark. The right venue can serve as a conversation starter and help attendees feel like they’re getting a taste of the local culture, making the reception stand out from standard conference venues.
4. Make sure executives and brand associates are available.
Whenever possible, executives, key speakers, and panelists should be part of the reception to help establish connections and set the tone for the rest of the experience. Their presence can elevate the exclusivity of the event and give attendees the chance to engage in meaningful conversations before the sessions begin.
Encourage these VIPs to mingle, share insights, or even deliver a short welcome toast that introduces the event’s theme or goals. This not only makes attendees feel valued but also provides an opportunity for early engagement with the event’s thought leaders, creating a sense of anticipation for the days ahead.
5. Host interactive and networking-friendly activities.
Not everyone is a natural networker, and for many, it can be intimidating to walk into a room full of strangers. Help break the ice by incorporating interactive activities that foster engagement!
Designated hosts or facilitators can roam the reception, helping introduce attendees to one another, particularly if there are many first-timers or solo travelers. Activities like speed networking, conversation prompts, or interactive installations can stimulate conversations in a fun, low-pressure way.
6. Add personalization and thoughtful touches.
Personalization adds a special touch to any event, making attendees feel valued right from the start. Consider creating custom name badges or handing out welcome gifts! Think beyond generic swag and offer items like custom itineraries, maps of the city with personalized recommendations, or a welcome note from the conference organizers. These small gestures can make attendees feel like VIPs and show that thought and care went into the planning.
7. Be thoughtful about food and beverage choices.
Food and drink are key to keeping guests happy and engaged. Offering a diverse range of options that cater to different dietary preferences is essential. Themed cocktails or local specialties are great conversation starters and add an element of fun to the event.
Equally important, ensure there are ample non-alcoholic options, as well as water stations placed strategically around the venue to keep attendees hydrated. Remember, you want guests to be energized and ready for the conference—not sluggish from overindulgence.
Ready to get started? Connect with Sequence Events today!