We can all remember a time we attended a networking event and felt like a fish out of water. Walking into a space for the first time or even on your own can be intimidating. It can even create barriers that prevent guests from attending at all. We’ve all had the thoughts:
“I’ll just come to the next one.”
“I won’t know anyone there…”
“I don’t have the energy to go to this.”
So how do we combat this feeling for our guests? It all comes down to inclusivity and creating a welcoming atmosphere. Here are some simple steps to ensure your guests feel seen and comfortable at your next event:
Communicate Clearly
Clear and simple instructions before arrival help guests feel confident they’re in the right place.
- Include detailed parking instructions in a “Know Before You Go” email.
- Use visuals or maps to provide clarity.
- Share a detailed agenda so guests know what to expect.
- Provide signage outside and immediately inside the venue.
The Rule of 3
A warm and intentional welcome is the most important way to engage guests from the start.
- Greet guests within 3 seconds.
- Offer a 3-foot interaction. Step beyond the registration table and greet guests within comfortable proximity.
- Aim for 3 minutes of focused and personal engagement.
SECOND MILE SERVICE
Don’t just meet expectations. Go the “second mile” to create memorable experiences.
- Walk guests to their tables and introduce them to new connections.
- Provide VIPs with their favorite beverage at their seat.
- Offer umbrellas for rainy days.
- Include phone or laptop charging stations.
- Surprise and delight your guests with “only here” experiences. (customized swag, surprise entertainment, shareable social media experiences)
Inclusivity is Key
Thoughtful details help guests feel included rather than singled out.
- Offer food and beverage options for common dietary needs (gluten-free, dairy-free, vegetarian/vegan, non-alcoholic beverages).
- Ensure ADA accessibility (closed captions, high-contrast visuals, accessible entrances and restrooms).
- Provide a quiet space for guests who need a break from the noise.
- Provide name tags with organizations to encourage connection.
- Consider your audience when selecting event timing to accommodate varying schedules.
Create a Positive Atmosphere
Small details can make a big impact to the overall “vibe” and tone of the event.
- Play uplifting background music so the space feels welcoming. No guest wants to enter a silent room.
- Use lighting and décor to create warmth. No need for extravagance. Simple touches go a long way.
- Ensure staff are visible, approachable, and smiling. Their presence should be felt!
These simple steps are key to creating a welcoming and inclusive event. You can have amazing content and high-profile speakers, but what guests will remember most is how the space and your staff made them feel.