Event Hosting

GUIDANCE NOTES FOR HOSTING A BUSINESS AFTER FIVE

The key purposes of a Business After Five is to:

Provide the opportunity for the networking of business people in South Canterbury on a reasonably informal basis.

Provide the opportunity for the host to briefly explain their business operations and promote their range of services offered.


INVITATIONS

The Chamber will send out the invitation in the form of a flyer to all members. Although there is an option to target specific groups when circulating, no Chamber member can be excluded. Experience shows of the approximately 490 business members, an average strike rate of attendance is approximately 30%, 100-140 attendees.

The host organisation must supply the promotional material approximately 15 working days prior to the event, so it can be circulated well in advance.

The RSVP on the invite is to the online registration link and final registrations should be made a minimum of 24 hours before the event to allow for catering requirements.

Hosts are also encouraged to invite their clients and/or colleagues to attend the BA5, even if they are not Chamber members, as this further enhances the promotional opportunity for the host business.


PRESENTATION

The host is encouraged to make the most of the opportunity of hosting and addressing the BA5 and this may include:

  • Power point presentation
  • Addresses from various staff, key managers, or directors of the business
  • Supply support information that can be given out at the event
  • Tours of the facility/complex
  • Encouraging staff to attend and be involved in the serving of refreshments to the visitors

NB: The host’s presentation should be no more than 20 minutes total.


VENUE

Due to the large attendees at most BA5s, it is not always feasible to use the host’s premises as the venue, but other venues can be used at the host’s discretion. If there are any special details i.e. entrance instructions, parking etc., please advise Chamber staff so that these options are specified on any additional promotional material.

The host has the option of limiting numbers to the BA5 if by doing so, this offers them the opportunity to hold the event at their own premises or in a smaller venue of their choice. Limiting of the numbers would need to be managed in liaison with Chamber staff.


LIASION

The host is asked to designate one staff member to co-ordinate arrangements with the Chamber staff.

HEALTH AND SAFETY

The host (and contractor if you are holding your BA5 at a Venue) will be required to sign a Health and Safety form outlining responsibilities of all parties involved.


COST TO HOST BA5

The hosting costs involved for a BA5 function are;
flyer – option to supply own flyer to be supplied minimum of 15 working days before the event to enable the electronic email to be sent 3 times
administration cost paid to Chamber– see outline below.
venue hire (host to arrange)
food (ie: finger food/nibbles)
beverages (usually bottled wine, beer and orange juice)
1-2 prizes to be included in the lucky prize draw.


ADMINISTRATION COSTS PAID TO THE CHAMBER

Administration fee will cover:
Liaison with hosting member as to requirements for the event, including catering, beverages, venue
Optional preparation of the flyer
Emailing to Chamber database of the flyer – minimum 3 times
News and events updates on Chamber website
Inclusion in Chamber News Bites
Collation and preparation of name tags
Portable microphone if required at event
Data projector if required at the event
Assistance with hosting of event

Total fee: $465.00 (plus GST)

 
FORMAT

On arrival guests are greeted and given their name badges by the Chamber team.
On arrival guests drop their business cards into a container at the front desk for a lucky business card draw. For those people that don’t have cards a supply of blank cards is available.
On arrival guests are served with drinks and finger food. Beer, bottled wine and fruit juice is all that is required.
At approximately 6pm, the members are welcomed by the Chamber President, followed by an update from the Chamber Chief Executive. The hosts are then introduced and their presentation commences.
At the conclusion of the host’s presentation, the lucky business card draws take place.
The timing can vary according to the circumstances but most BA5s aim to start at 5:30pm and finish between 7:00pm and 7:30pm.
Hosts may also wish to display products, services and point of sale material.
A list of attendees is provided for follow-up to the hosts, along with their business cards from the business card draw.

Health and Safety is the responsibility of everyone involved in the planning of your event, signing the H&S form is a requirement of holding a BA5 event.

These notes are guidelines only. The host should use this function and opportunities offered to compliment their business. This is your show and we trust that it will be successful.