Plan Your Meetings

It’s more than the thought that counts, so don’t forget the gifts!

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.

— Helen Taffet

For over 20 years, Helen Taffet has run one of the  largest gift basket companies in Georgia. She started Sensational Baskets in  the basement of her home in 1988. Last year, it created more than 10,000 gift  baskets. Her company has been featured on NBC’s “Today Show” and in a variety  of meeting industry magazines.