Hydration helpers and local snacks can transform a tired traveler into a grateful guest
Outside of the online registration process, the hospitality/check-in desk is often the beginning of your relationship with your attendees.
After a long day of exhausting traveling, attendees want their badges and any necessary information before they trek with their rollie bags to find their rooms. Even if their attention is in short supply, it doesn’t mean you can’t make an impression that sets the tone for the rest of your time together.
Smart Meetings editors take many trips over the year, walk up to many hospitality and registration tables, and see a fair share of thoughtful additions that planners might want to consider.
Reusable Tote Bag
For many events, attendees stay in the same hotel as the program. This editor has rolled to and from the hotel check-in desk and, with some grace, maneuvered to the event check-in desk. Not only are attendees holding their luggage, but they also have their phone out, maybe even their wallet or ID. Then, if the event check-in desk is open and available, you are handed your lanyard along with booklets or any necessary materials.
This process can be overwhelming for someone coming off a five-plus-hour flight and still a bit discombobulated.
Read More: Why Early Bird Registration Specials Don’t Work and Other Revelations from a New Maritz Study
Providing guests with a reusable tote bag to hold all their materials so they can return to their rooms and sort them out later may help speed up the wait process in case a large influx of people arrives.
A reusable tote is beneficial for the overall event. It allows guests to use it throughout their time at the event and can be repurposed once they leave.
Phone Chargers, Pens and Pick-Me-Ups
Lanyards and the typical knick-knacks are always appreciated, but everyone enjoys a solid writing pen and the ability to charge their phones. As stated earlier, your attendees just deplaned not too long ago, so they and their phones are a little drained.
It also never hurts to give your attendees a good, solid pen. Even though we live in a digital age, people always appreciate a good pen.
Consider offering attendees their own mini personal phone chargers as a special gift. Throw your logo on there, too, so they’ll never forget you.
If there is a welcome ceremony not too long after, consider adding some bottles of juice or vitamin water to the selection. Considering your attendees’ wellness upon arrival is bound to be noticed.
Beyond Wellness
Mints are always appreciated, but what can planners do if they really think about their attendees’ needs?
Small but thoughtful editions may include electrolyte water packets or herbal tea bags. If you really want to impress your guests, consider adding under-eye masks, roll-on aromatherapy, sleeping masks or earplugs.
Read More: Hyatt Hotels: Wellness as a Collective Effort
If you’re in doubt, brainstorm with your team: Whatever you appreciate when you’re on the road, your attendees probably also feel the same.
A few extra suggestions are hydrating face mist bottles, sunscreen, hand warmers and sanitizers.
Taste the Destination
If there’s one thing your attendees will eventually feel, it’s hunger. The editors at Smart Meetings are always appreciative of any snacks they are offered upon arrival.
Consider offering some tasty local treats from the area. Any F&B companies you are partnering with for the event may jump at the chance to be included in welcoming your attendees.
Better yet, consider creating a comprehensive list of some great F&B selections nearby that your attendees might want to check out. If your event has an app, this would be a great tab to include.
