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If you are planning a happy hour, here are some useful tips:
Pick a Date/Location
1. Pick a date, location, and venue with the following in mind:
- Location that is popular and has space
for a group of 20 to 30 people in the bar area or private area (that
is available for free)
- Location that is convenient to a Metro
subway station or for drivers
2. Make reservations:
3. Plan to call the venue one or two
days prior to the event to confirm the minimum number of people, taking
into consideration that there will be a 25% to 50% no show rate.
Promote the Happy
Hour
Notify Astrid Rapp or
Lori Weiss with the details so a registration page on our website can be
created and the event included in our weekly broadcast e-mails. Details
include:
-
Date/Time
-
Venue name and a
short description about it (e.g., Washington Post top pick)
-
Address with zip code
(for map searches)
-
Other information
such as happy hour specials
-
Phone number for
venue
-
Directions and
website link
-
Host name and cell
phone number
Individual checks -
each person is responsible for their check.
Cash and carry - each
person pays as they order (or after they receive the drink/food).
Pay at the bar - each
person orders and pays for their drink or food at the bar.
Group check - not
ideal, but requires the collection of monies.
Two days before the
event, send a reminder note to those people who RSVPed.
Host the Happy Hour
-
Check in with the front
desk to make sure they know where to direct anyone from Carnegie Mellon.
-
Confirm with the wait
staff/server one of the following options (best options are listed
first):
-
Individual checks -
each person is responsible for their check.
-
Cash and carry - each
person pays as they order (or after they receive the drink/food).
-
Pay at the bar - each
person orders and pays for their drink or food at the bar.
-
Group check - not
ideal, but requires the collection of monies.
-
Bring the list of
people who signed up or a sign-in sheet to check people in so we can
track who attended or not. After the event, fax the sign-in sheet to
703-940-7673 (no cover page required).
-
Bring nametags and
large ink markers.
-
Hang up the Carnegie
Mellon banner and directional signs, if necessary.
-
Bring a digital camera
and take pictures.
-
Usually, there are
enough extroverted people to keep multiple conversations going on
without any trouble.
-
Pass out a flyer on
upcoming events.
-
Identify alumni who are
interested in organizing another happy hour or other type of event.
-
If the financial
arrangement is a group check, then the host or designated person needs
to encourage payments. Stay near the entrance/exit area to catch people
as they enter and tell them "Enjoy and just see me afterwards to pay for
your drinks/food". And when people leave, ask them, "Did you settle your
bill or contribute enough money?"
Follow-up
- Send a quick e-mail to the chapter
leaders on how the event
went, venue, and any lessons learned.
- Be sure to fax the list of attendees
to Tim Liu at (703) 940-7673.
Useful Planning Links
Suggestions
Send your suggestions to
Astrid Rapp, Events Co-Chair. |
