Players and sponsor are the lifeblood of your event. Treat them like “gold” and you can have them coming back year after year.
Here are some quick tips to make your event day special:
Sponsors are participating in your event for exposure and visibility. The signs and banners you design for your sponsors will represent the quality of that sponsor. Make sure all signs and banners are of the highest quality, and don’t forget to save them for next year.
Recognize your sponsors at meals and award ceremonies.
Be a good host. Your sponsors chose your event to meet the players – make those introductions. If a sponsor generates one good business contact from your event, they will be back for more.
Greet your players the minute they drive into the parking lot. Have someone showing them the way, unloading their bags and directing them towards the registration area.
Work with your volunteers to make the registration process a great experience. Personal connections will make your players feel welcome. Once you know the player’s name – use it!
There are always issues that arise during registration. Whether it is a missing name or payment, do not make the player feel awkward; you could be talking to a major donor or sponsor. Simply have the volunteer take the player information and direct them to the next area according to your agenda. The volunteer should then contact you, or someone in charge, to work out the issue and follow up with the player away from the registration area.
Present each player with a quality “Welcome Gift.” Players have paid to play and your gift should reflect your gratitude, ensuring they will remember your event when it is time to sign up next year.
Have volunteers in every area and train them to look for players who seem a bit “lost”. Train them to ask the player’s name and if they need help finding their bag or where to go next.
Make your players’ exit easy. Have the bags ready, and staff there to help when players are preparing to leave. A great way to make this a smooth process, and promote next year’s event, is to place bag tags with your event name and next year’s date on each player’s bag.