BA5 Host
Host a BA5.
The Format of the BA5 Function:
A
BA5 function lasts on average 1.5 hours (from 5.30pm - 7.00pm).
They can be held on any day of the week to suit the needs of the
host organisation, although we find earlier in the week is
best..
A normal evening’s itinerary:
5.30: Guest arrive, drinks and networking followed by nibbles
6.00: Presentation, host organisations may choose to distribute
literature or samples of their products at this time, and at the
conclusion (often) have a lucky prize draw.
6.45 Networks – guests leave as appropriate.
Guests arrive from 5.30pm onwards and are given a name label on
arrival.
If a factory tour is included this is usually held first and then
concludes with drinks and nibbles and a presentation either on or
off the premises. If the event is held totally at another venue the
first itinerary is usually adopted but this is flexible.
The Chamber will
pre event:
- Work with the host to assess the suitability of the host's
venue and advice on maximum numbers for that venue or, should it
not be suitable, advise on other venue options.
- Work with the host to prepare the advertising material and
target invitations.
- An A4 flyer is direct mailed to the Chambers data base, either
targeted by sector or sent to all Chamber contacts.
- Promote the event in the Chamber newsletter ‘Chamberlink’ and
by way of follow-up, by email 2 days prior to the RSVP close.
- List the event, with information, on the Chamber events
webpage
- Record all registrations for the function and keep the host
organisation aware of numbers.
- Prepare a name label for each attendee.
during the event:
- Maintain the registration desk on the night of the function to
greet guests and distribute name labels.
- Welcome the guests and introduce the host organisation for the
presentation.
- Assist with collecting guest business cards and distributing
refreshments as required.
- At each function, the host would normally provide a prize
(usually related to their business as appropriate) for a business
card draw. Guests are asked to place their cards into a draw on
arrival. The draw is usually made by the host organisation at the
end of their presentation.
after event:
- Provide complimentary report on the event in the ‘Chamberlink’
newsletter.
- Post the complimentary report on the Chamber website with
photos if available (hold for 24 months)
- Supply the host, if requested) with a list of attendess for
promotional follow up
Costs:
This varies on what is required. There can be a range of
combinations and it is best to work through these, with the
Membership Services Officer, to find the best to suit your
presentation and budget needs.
Chamber Southland does not
cover the costs of running a BA5 as we are required to break even
at worst.
There is an administration charge of $500 excl gst .
This includes the printing of a black & white flyer (colour is
an extra $70.00)
The posting of the invitation flyer to the full membership, (cost
may vary on the size of your targeted market, or section you are
inviting.)
and the arranging of the event, as outlined by the bullet points
above, under 'The Chamber will'
Drinks and nibbles are normally supplied by the host.
Although this can be covered by the attendees paying a cover
charge. (a cover charge sometimes restricts the number of people
that attend)
or they could pay for their own drinks and pay a smaller cover
charge for nibbles.
There is also often a venue cost depending on where the host may
wish to hold the event.
Chamber will sometimes, depending on circumstances, charge members
a token $10.00 to attend, to cover any 'out-of-pocket'
expenses.
For more information please contact the Membership Services
Officer,
(03) 218-7188 events@commercesouth.com
See Links
event calendar
Past
Peeks
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