Planners spend months, sometimes years, creating meetings, conferences and special events. So many details have to be considered: transportation, meals, activities, education, etc. But, it’s the little things — like the welcome gift — that tend to make a big impression on attendees.
Leaving an in-room basket of treats and bottled water for attendees is a thoughtful touch, especially if they have traveled far or won’t have time to get refreshments in between scheduled activities. Having a gift delivered after check-in makes attendees feel special and creates anticipation for what’s to come. A pillow gift is a sweet reminder of your appreciation for the time, energy and money they’ve spent coming to your event.
Look to your location and agenda for inspiration. For example, if you’re holding a business meeting at a lakeside lodge, consider sending attendees a fishing basket packaged in a keepsake canoe or tackle box. Attendees staying at a golf resort will appreciate receiving items they may have forgotten, such as golf tees or sunscreen, which you can package in a stainless steel golf ball carrier along with “hole in one” snack mix for good luck.
Giving a little taste of what the meeting city is known for will resonate with your guests, especially if they are new to the area. For groups visiting Atlanta, consider peach-flavored treats, cans of Coca-Cola or Coke-branded items, pecans and keepsake items, such as a Braves hat or peanuts. Groups meeting in Memphis will get a sense of the city from a basket filled with barbecue sauce, blues CDs and Elvis memorabilia. If attendees are repeat visitors, you may want to focus more on the offbeat or little-known treats the city has to offer.
Another thing to consider is your audience demographic: If you have a group of health-conscious women, they may prefer a basket of 100-calorie or less snacks to chocolate and caramels. If you have an eco-conscious group, they may appreciate organic locally sourced fruits, seeds or travel-ready plants, with biodegradable or no packaging.