What are the most important etiquette rules to follow when planning a business event?

1 Know your audience

Before you start planning your event, you need to know who your target audience is and what their expectations are. This will help you choose the right venue, format, theme, speakers, and activities for your event. You should also research the cultural, religious, and dietary preferences of your guests, and accommodate them as much as possible. For example, if you are hosting a diverse group of attendees, you should avoid serving alcohol, pork, or beef, and provide vegetarian and halal options. You should also avoid scheduling your event on a major holiday or a day of religious significance for your guests.

2 Send clear invitations

Your invitations are the first impression of your event, so you need to make them clear, concise, and courteous. You should include all the essential information, such as the date, time, location, purpose, agenda, dress code, and RSVP deadline. You should also indicate whether your event is formal or informal, and whether guests can bring a plus one or not. You should send your invitations at least four to six weeks before your event, and follow up with a reminder a week before. You should also use a professional tone and language, and avoid spelling or grammar errors.

4 Engage and thank your guests

Your guests are the most important part of your event, so you need to engage and thank them for their attendance and participation. You should make eye contact, smile, and use positive body language when speaking to them. You should also listen attentively, ask open-ended questions, and provide feedback. You should avoid interrupting, arguing, or criticizing your guests, and respect their opinions and perspectives. You should also thank your guests at the end of your event, and send them a follow-up email or a thank-you note within 24 hours. You should also ask for their feedback and suggestions for improvement.

5 Respect the rules and regulations

Another essential etiquette rule for planning a business event is to respect the rules and regulations of the venue, the industry, and the law. You should follow the health and safety guidelines, the fire and emergency procedures, and the noise and parking restrictions of the venue. You should also comply with the ethical and legal standards of your industry, such as avoiding plagiarism, copyright infringement, or false advertising. You should also respect the privacy and confidentiality of your guests, and avoid sharing their personal or professional information without their consent.

6 Be flexible and adaptable

Finally, you should be flexible and adaptable when planning a business event, as you may encounter some unexpected challenges or changes along the way. You should be ready to adjust your plans, budget, or timeline if necessary, and communicate any changes to your guests and stakeholders. You should also be open to feedback, criticism, and suggestions, and learn from your mistakes. You should also be prepared to deal with any conflicts, complaints, or issues that may arise during or after your event, and resolve them in a polite and professional manner.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?