Chapter 10

After Hours

BUSINESS ENTERTAINING

Marketing, customer service, and employee appreciation are the most common reasons businesses entertain. A new product is being released and the company wants to make a big announcement about it. They invite all their clients and the press to an open house showcasing their newest product, complete with hors d’oeuvre and wine tasting. They distribute flashy literature and corporate memo pads and pens. All the employees are wearing custom polo shirts with fancy embroidered logos depicting the new product. Perhaps you’ve been to such an event. Most businesses either have a budget specifically for entertainment or at least an expectation that they will incur some entertainment expense, perhaps as a function of marketing or customer service.

Business entertainment may take a variety of forms. The most common form of entertainment is probably the business lunch or dinner. Some companies host parties, meetings, and seminars for staff and clients, while others host business meetings at restaurants. Some entertain their clients at sports events and community events. When you are entertained at one of these functions, be aware that you represent your business. Always show your professional polish and practice your power etiquette. Eating hot dogs and cheering at a baseball game does not free you of your professional responsibilities. In fact, you may be under assessment for a possible position in the company and are being entertained with the purpose of getting to know the “real you” more thoroughly!

The Invitation

Most corporate events begin with an invitation to attend. The invitation itself will usually yield a fair amount of information you need to know about the event: what it is for, the date it will be held and where, what kind of attire is required, and whether you are requested to let the host know that you plan to attend. The invitation may offer additional information as well, depending upon how formal or informal the invitation may be.

It is proper etiquette for you to respond to an invitation as soon as possible, certainly before the requested response date. Many invitations will ask for a response by marking the invitation, R.S.V.P., répondez s’il vous plaît, please respond. A thoughtful guest will respond even if the invitation is not so marked. Don’t wait to be prompted by a response card or reminder. Practice your Power Etiquette. You have the responsibility to accept or decline when an invitation is extended to you. Make your decision within five days. You may write, call, e-mail, or respond in person. Check your calendar and if the date is open, accept, and mark your calendar to attend. Of course, emergencies do come up, but once you have made the commitment to attend, you should put that ahead of any later, perhaps more exciting invitation, for the same day. Your timely response to the invitation is more than just a formality. The host is trying to accurately determine how many guests will be attending in order to plan the food and activities, if any.

The bottom right of the invitation may indicate the suggested attire. Complying with it is not mandatory, but respectful to and considerate of the host. You are not likely to be refused entry, but you may be somewhat ostracized for your lack of compliance and sophistication. Your name may come up at the next board meeting in this negative context, or you might even be passed over for a promotion based on your inappropriate attire at the social function. You could be viewed as unsophisticated or ignorant of social propriety.

Prior to Attending

Did the invitation include you and a guest? If it is an evening or holiday event, when you accept you may ask if your invitation includes your spouse or significant other. The hostess may not be aware that you have recently married, have been married for some time, or have a significant other. Gently ask the host if you may bring your spouse or significant other. This is not the place to consider bringing a date or other guest if your hostess has not specifically indicated “and guest” in the original invitation.

If the invitation did not indicate any particular attire, or you are unsure for any reason, ask the hostess about the suggested attire. She would gladly advise you rather than allow you or her other guests to be embarrassed when you arrive improperly dressed. Plan your apparel for the occasion. It is generally better to be a bit overdressed than under-dressed. This is a business function, as well as a social one.

A hostess gift is almost always welcome and appreciated. The expense of your gift depends upon your relationship with the hostess. A hostess gift is really a thank you for the invitation and is intended to be enjoyed by the hostess after the party and the guests have departed. Be attentive to the implications your gift might convey in this business setting. Select something that is consumable, attractive, and not too personal. Soaps for the guest bath, holiday or theme guest towels, candles, food, coffee and tea, or gift baskets are always appreciated and appropriate. Be sure to include a social business card with a handwritten thank you for being invited to the event.

ENTERTAINMENT EVENTS

Types of business entertaining may include the following:

A guest pass to your health club

A golf match

An evening at the theater or opera

Attendance at a sports event

An informal or formal tour of the city

Sightseeing in the area

An evening out on the town

An open house with cocktails at your home

A reception at a restaurant

A pair of tickets to a local concert

Any of these might be appropriate for different business contacts, the advantage being their “softer” sell of the business side of the relationship. You are building a better working relationship, saying thank you, repaying a favor. Business talk may occur but the conversation is more relaxed and more likely to be fact finding.

When you entertain for business purposes, know the etiquette surrounding the form of entertainment you offer. Inviting your guest to a soccer game when you know nothing about soccer is foolish. Special sports events are commonly used for business entertaining. These are often used as a reward or thank you. Show your own etiquette skills and also your consideration of your guest by selecting an activity or event in which you are both interested.

For instance, golf has an etiquette and language all its own. Contact the golf course in advance if you have questions regarding acceptable attire. You will be expected to dress appropriately. You reserve a tee time, pay your green fees in advance, and begin your round of golf promptly. Swearing is poor etiquette at any time, as is throwing your golf club. You are to avoid talking when the others are preparing to swing. Naturally, this short paragraph could not possibly list all the nuances of etiquette of the age-old game of golf. However, if you and your business guest play golf, consider your handicap and avoid playing with someone who may have a much higher or lower one than yours. It could tax their patience and impair the goodwill of your meeting.

As you plan entertainment events for you and your guest, consider the other person’s schedule and whether they have travel arrangements and accommodations to make. It is a gesture of courtesy to arrange lodging for any out-of-town guests. Let your guests know the appropriate attire for any event before the event. Your guests may need time to purchase and pack any needed clothing items.

After any event you attend for business, send a thank you note. A simple handwritten note or humorously worded e-mail message will do. You are acknowledging the host and the good time you shared at their event. Your host put time and energy into preparing an event and will appreciate your acknowledgment and thanks for their efforts.

Company Parties

As a guest at your company party, you are representing your company. Everything you say and do reflect on your company and your fellow employees.

Avoid loud and/or inappropriate conversation.

Wear conservative and appropriate clothing.

Limit your alcohol consumption. Choose nonalcoholic beverages instead.

Eat lightly and properly, observing the rules of proper etiquette for dining.

Observe well and listen attentively.

Your good reputation precedes your arrival and is crucial to your career success. Always be alert to the impression you are leaving wherever you are and whatever you do. Is it a positive one?

 

Planning a Corporate Event

When you are selected to plan a company meeting, social event, new product celebration, or annual party you have a responsibility to put together the best event you possibly can. It will take your time and energy to succeed. You will devote extra work time to get the details in order. Whenever possible, ask for and get assistance.

The power of knowing what to do and being able to do it with ease creates an ambience in which both you and your corporate guests can be relaxed. When all participants can enjoy the event, you have succeeded in fostering good relations and giving positive experiences. These out of the office events are important in developing an appreciation of your varied skills, and the company, not only as a business but also as real people who care not just about the business, but about one another as well.

When you are put in charge of planning the next corporate or company event be aware of some basic considerations to. These begin with the reason for the event and the budget. These parameters must be clearly defined from the outset to make your planning successful.

The Caterer and Food

Finding a good caterer who understands your business needs and will work within your budget is a challenge. Find a quality caterer and you have a valuable asset and ally. The best way to find a caterer is by referral; ask friends or others who may have used a caterer recently. Also ask your colleagues and those in clubs and associations for referrals.

Interview the caterer to determine if he has the necessary skills and resources to serve your event; make sure it is someone with whom you can work well. As you begin planning the menu, ask for a sample tasting of possible selections.

Be clear about what you want and expect from your caterer. It is most professional and responsible to contract with the caterer and define all the details. Obtain a signed contract defining the date, location, and responsibilities and all charges, taxes, and tips (basic fees, corking fees, and any additional items). The contract should also list the caterer’s licenses for preparing and serving food and alcohol. You may want to ask the caterer some of the following questions as well.

Will the food be fresh or frozen?

Is the food prepared fresh on-site or in advance at another location?

Are they licensed for food preparation?

Do they have an alcohol license?

Do they observe responsible hospitality rules for safe serving?

Do they carry liability insurance for themselves and their employees?

Will there be adequate servers for the number of guests you expect and the type of event you have planned?

What other accessories are available through the caterer, such as linens, tables, and glassware?

Who is responsible for cleanup?

When do we finalize the menu?

When is the final head count due?

The cost of a catered event is normally based upon the number of people who will attend or a head count. The most accurate count will come from using an R.S.V.P. on your invitation. The final head count usually is taken a number of days before the event, as specified by your caterer, and you are responsible for payment for that number whether that number attends or not. Often the caterer will make some allowance for those who failed to R.S.V.P. and will add extra food; you may also have extra food when people who had planned to come do not attend. Be sure to send your invitations well in advance and ask for an R.S.V.P. or for Regrets Only (R.O.). Regrets Only is a request that your guests notify you only if they are unable to attend, otherwise they will be expected to attend.

You may select a location with your caterer, your caterer may suggest a location, or you may select one on your own. Visit the location in advance to confirm its suitability for the event. Make arrangements for the caterer to verify that she will be able to serve the food as required at the location selected. A sit-down dinner would be difficult to serve in a location that did not have access to a kitchen.

Your caterer may also be able to help with decorations. If not, you’ll need to make other arrangements for your event decorations. Make arrangements both for seating and standing; again, your caterer may be able to help. Either way, there are a number of details of this nature that you will need to think of and plan for to have a successful event.

Corporate Event or Meeting Planners

You can be the event planner yourself and handle all the details, or you may choose to work with a professional event or meeting planner. You can leave as much or as little planning to the planner as you wish. As you might expect, the higher the level of involvement, the higher the fee. Fees for event arranging for a group of one hundred people can run from $800 to $5,000 (not including the costs of catering the event), depending upon your area and the type of event you want.

The event planner should be chosen based on their previous record of planning similar events. Ask for referrals and call them to discuss their experience with the event planner. Your choice should be by recommendation or personal experience. Whether you plan the event yourself, or use an event planner, allow six weeks or more for the planning.

GIFTING

Corporate or business gifting should be carefully planned and prepared ahead of the time for gifting. Holidays are the normal time for giving gifts. You may wish to gift during the year for other reasons, such as a thank you for a contract or client referral. Gifting is a common corporate and business practice. There should be guidelines for the person who makes the gift decisions and purchases. Establish a policy for gifting, put it in writing, and follow it. Consistency is important to gifting.

When gifting policies are written, the procedures can be maintained by succeeding individuals who take over the responsibility. Sometimes corporations purchase logo gifts for holidays and specific gifts for other occasions. At other times gifts are individually purchased. The ease of gifting can be achieved with planning and preparation to make gifting fun rather than a burden. Care must be taken to observe the proper rules of etiquette in gift giving.

Special gift cards or enclosures may be preprinted and should always be included with any gift. Company sentiments and signatures should be uniform for all gifts. Thought should be given as to how the cards are signed, whether by the whole staff, the CEO and staff, individual names, or the corporate name alone.

Whatever gift you chose to give, make no attempt to commercialize your product or service. Be sensitive about giving sample products and certificates for your products. Likewise be vigilant that you do not inadvertently promote a competitor’s business.

A business logo included on the gift creates a lasting reminder of your business relationship. Each situation for gifting must be evaluated for the appropriateness of a logo gift. A wedding gift to a client or employee with a logo is not appropriate, whereas a holiday gift with a logo is appropriate.

Not all gift items are well suited to logos. You must consider the shape and color of your logo to achieve the most successful effect. Specialty suppliers may be able to recommend items best suited to your logo shape, clients, and budget. Listed below are good items for most logos:

Clothing

Clocks

Phone cards

Desk accessories

Beverage mugs

Luggage tags

Self-stick notes or notepads

Pens and pencils

Golf tees and divot repair tools

Hand calculators

Date books or calendars

Etched beverage glasses

Ice buckets

Magnets

Keyrings

Letter openers

Any of these items may have your logo and company information on them. Your gift selection should be made based on something you would be pleased to receive or that might be in line with your products or services. I know of a shipping company that gave box openers as gifts. To express your professionalism choose practical, nonoffending, personalized gifts that express your thoughtfulness and consideration and appreciation of your business association.

Timing is always a consideration. Timeliness is evidence of your attention to detail and consideration. Send holiday gifts one to two weeks before the holiday. A one- to two-week window before and after other events, such as for wedding or congratulatory gifts, is also appropriate.

Be cognizant of the cultural background or dietary preferences of the intended recipient and select your gift accordingly. You may always refer to international gifting guides for suggestions or call the embassy or consulate near you.

Your gift is most effective when sent as close to the event it celebrates as possible. Sending a gift a month after the anniversary date is too late, but a month after the fact is not too late to celebrate a promotion. You’ll need to use good judgment and send the gift as early as possible. Gifts are appropriate for many occasions and events.

Congratulations

Graduation

Promotion

Significant birthday year

Receiving an award (if it benefits your copany)

New job or opening a new office

Work-related anniversary

Changing careers

Job of a service provider

Hosting you in another city

Apologies

For unintentionally offending someone

Birth of a baby

Wedding

Retirement

Thank you

For extraordinary work

Appearance on TV (if it generates business for you)

Notable achievement

Relocating to another city

Buying a new home

Doing a favor

Hosting you at a special event

For a misunderstanding

Forgetting/failing to attend an important event

If an office colleague or business client invites you to a wedding, christening, graduation, bat or bar mitzvah, a gift is generally in order. Even if you cannot attend, you should send a gift and acknowledge the event. If you have not received a thank you within ninety days, you may inquire as to whether the gift was received. If you are the gift recipient, proper etiquette requires you to send your thank you notes promptly.

Don’t go empty-handed to a dinner party, open house, cocktail party, or holiday party. The value of the gift is not as important as the thought. A plant, a loaf of homemade bread, or a simple gift pack of tea or coffee is appropriate. The host should not be encouraged to open the gift upon receipt. If you wish to share in their joy when they receive the gift, wrap the gift in clear cellophane and tie it with a pretty bow. Always attach a card and handwritten message so the hostess can respond to the appropriate person.

Keep in mind that not everyone can accept gifts. Take care that the gift is appropriate for the business relationship. Lavish gifting can create awkwardness. Gifts given for business purposes may be tax deductible; check with your accountant or the appropriate tax code for details. Be sure to keep detailed records of gifts and recipients for your business records.

Creative gifts are always well received. Consider a gift basket of consumable products such as dried fruit and nuts, chocolates, or specialty coffees or teas. A magazine subscription for an area the recipient is interested in would be welcomed. A woman I know repaired and restored a special display box for a client, simply as a favor since it was her hobby. The client ordered a subscription to a hobby magazine as a thank you for the work. You might also consider making a contribution to a favorite charity in the person’s name or perhaps to a local soup kitchen or self-help center. Gift certificates from local department stores or restaurants also make thoughtful gifts.

You may give special colleagues a homemade gift of vinegar, jam, tea, bread, cookies, or a handmade holiday ornament. A card with a personal note expressing your appreciation for their business association and sending your good wishes is always appropriate and appreciated.

The Gift List

Deciding who should be on your gift list shouldn’t be too big of a challenge. Look through your date book or keep a running list of people you worked with during the year. Review the year’s events. Make a list of all those who helped make your year a success. Don’t overlook the supplier who met your early deadline and the colleagues who gave extra effort on a joint project.

 

Gift Presentation

Several gift catalogues and stores offer a consultant to assist with the selection, purchase, wrapping, and delivery of corporate gifts. Every gift should be wrapped nicely. How the gift is presented may have more meaning to the receiver than the gift itself. Use a favorite color or print for the wrapping paper and other package decoration.

How and when the gift is presented should be a major consideration. Giving a useful travel gift a week prior to departure is sensible, but not after the bags are packed. A gift of fruit and a card placed in the hotel room before arrival is nicer than a bottle of champagne the day before departure.

 

Gift Ideas

 

 

 

ACCEPTING GIFTS

The graceful acceptance of a gift is a gift in itself. Whenever you accept a gift from a colleague or business associate you enable them to experience the pleasure that comes from giving. You also acknowledge and accept their thoughtfulness and goodwill towards your business relationship. A thank you note is always appropriate to thank a giver for a business-related gift.

 

To refuse the gift, it must be returned within twenty-four hours and sent with a handwritten note stating that the company forbids your accepting gifts or that it is inappropriate for you to accept. Return the gift by a delivery company that requires a signature of acceptance. You do not need to telephone the giver before returning it, nor should the subject be part of any future conversations. If the giver mentions the incident, state again the reason you gave for returning the gift in the note and drop the subject.

COMMUNITY INFLUENCE

Your position of responsibility and your ability to influence both people and decisions affects others both within and beyond the workplace. Your self-esteem and feelings of self-worth can be greatly enhanced when you can give the gifts of your time and experience to benefit others. Your skills can make a difference in the community where you work and live.

Participate in associations connected to your trade and business. Cultivate opportunities to serve on local community projects or with nonprofit and volunteer groups. You’ll become known as a contributor to the betterment of the community and as a reliable and responsible individual. Your sphere of influence will grow to the benefit of both your personal and professional lives. The most content and successful business people are the ones who give back to their communities. Studies show that of the highly successful and satisfied business leaders, over 80 percent are involved in nonprofit community service.

A proven and effective business leader will be asked to use those same skills in volunteer positions. You are likely to be asked to serve on boards and committees. Wherever you are, use all your courteous and respectful manners. Power Etiquette involves the consistent and continual practice of proper etiquette; good etiquette skills are not employed in one occasion and dismissed in another.

Volunteer Service

Are you ready to serve your community? The volunteer center or community foundation can provide you with suggestions as to where you are needed or where your skills might best be put to work. There are many organizations, eager for new volunteers, that could benefit from your skills. Select one that has meaning and interest to you. Going out and volunteering just anywhere will provide little value to you personally, to your career, or to the community.

Volunteering can help your career. Company values vary, and volunteer work can often help your career or a possible promotion. You will develop new skills and develop relationships with others that may bring new opportunities your way. Choose organizations that are recognized as solid, goal-orientated concerns that offer volunteer hours for after-work activity. Never use company time for your volunteer commitments unless your company sponsors volunteering during company time. You will have a personal sense of fulfillment when you are giving back to the community.

There is no excuse for bad manners or stepping on others. We all need to be acknowledged, respected, and needed, and generally in that order. In all your business relationships, whether in the course or your work or your volunteer service, consider ways in which you can acknowledge, respect, and help others feel as though they are contributors to the positive welfare of others.

Leadership Service

One way to serve the community is to serve on a board of directors. Every nonprofit organization needs competent people to serve and volunteer their time to help steer the future of the organization. You can use your special expertise in the role of a board member. Many business people serve as members of boards of directors, lending their experience and ideas to the goals of the organization. There you can use your specific skills for fund-raising, crunching numbers, public relations, and so forth. You will always work more effectively and derive more personal satisfaction when you give your time and talent to serve a project about which you feel deeply.

If you have leadership skills you may be asked to serve as an officer such as vice president or president. Be sure that you understand the commitment of time and responsibility before you undertake the task. Some terms of office are for two or three years.

Whenever you serve as an officer, use the suggestions for conducting a project meeting following Robert’s Rules of Order (see Chairing a Meeting, Chapter 7).

As you encourage others, be sensitive to the fears that many will have about taking on leadership responsibility and speaking in front of others. To demonstrate your confidence in them, show and explain as many details about the position as you can. It is helpful to have ready information about future meeting dates, specific responsibilities, time commitments, and suggestions for improvement. Be honest about the time and effort needed for the office or any project.

If you are an outgoing officer, prepare a folder of duties and information for the incoming officer who will be taking on your responsibilities. A simple outline of responsibilities makes the job transition smoother. The new officer will appreciate your effort and courtesy. The slate of officers will be easier to fill when you can courteously provide candidates with as much information as possible.

As the program chair responsible for arranging outside programs, plan as far ahead as you can to fill the programs. There are several resources for guest speakers: Toastmasters International and the National Speakers Association both have members who are eager to speak to your group. You can also ask for suggestions from members. Contact the speakers you are interested in, get the speaker’s address, as well as her fax and e-mail address, send a confirmation letter for your event, send past and current newsletters, and confirm with the speaker prior to the meeting. Provide each speaker with the details of location, arrival time, length of program, number of expected guests, and age range of the attendees. Fax or send them a map. Pay any honorarium or make a donation to the speaker’s preferred local charity in a timely manner and provide a small thank you gift.

You may be asked to serve on the nominating committee for an organization. You may be in charge of recruiting new officers to a board or for an organization. If you are on the nominating committee to select new officers, endeavor to select new officers with the same sensitivity with which you would hire a new employee. As you recruit new officers, be sensitive to the fears that many people have about taking on responsibility and speaking in front of others. Remind yourself that you are serving the organization and not yourself. If you can encourage others to serve, show them the forms that are ready for use, explain as many details as you can about future meeting dates, their responsibilities, and the required time commitment. Also ask for suggestions for other individuals who might serve as officers. Always be honest about the time and effort needed to fulfill the responsibilities of the office.