There’s nothing more challenging than engaging young professionals, especially regarding events. However, it won’t be challenging if you have an activity to break the ice. You want young professionals to connect and network in an enjoyable way. So, how do you engage young professionals in a fun way? Here are young professional event ideas to keep in mind.
Insurance Beforehand
Imagine taking all the time to plan an event and purchase all the requirements only for it to be canceled or postponed last minute. It happens for various reasons, for instance, when the guests fail to turn up for the event. And when it does, you have to bear the losses that come with it. However, having insurance coverage can shield your investment in the event of postponement or cancellation of your event.
So, purchasing insurance beforehand is among the most thoughtful young professional event ideas. Insurance protects you when the unexpected happens at your event. It could be a cancellation, postponement, equipment damage, or personal injury. As a result, you won’t have to worry about unexpected bills.
The most common types of event insurance are:
- Public liability insurance: Protects you against claims when someone is injured at your young professional event
- Property insurance: Covers weather-related risks such as damage from rain, ice, or wind. It may also cover fire and smoke damage, theft, and vandalism
- Event cancellation insurance: Protects your budget, including expenses and potential profits, if the event is postponed or canceled
The cost of an event insurance plan will vary based on the event size and type, venue location and capacity, and level of cover required, among other factors. Various companies offer event insurance. So, be sure to explore their coverage plans and pick the one that aligns with your needs and budget.
Find the Food
If you’re going to host young professionals or any other group of people, at least you have to provide some meals. Food and drinks are perks that draw most people to events. Remember, some people will show up to your event starving. This is because they had no time to cook at home or traveled long distances without eating. Therefore, they expect at least a snack to hold their stomachs during the event.
However, you must be careful with the type of food you get for your young professionals. Remember, these people will have unique tastes and preferences for food. Regardless, you must ensure each one has at least something to eat.
First, you must decide whether you’ll cook or buy the food from a restaurant. While cooking the food yourself might be ideal, you’ll save a lot of time and costs if you get the food from nearby local restaurants. It’s among the best young professional event ideas most people go for.
Try to avoid foods that require the use of utensils. Who will wash these utensils after the event? Also, consider installing small bites or stations throughout the event room to promote grazing. Additionally, consider foods that last. You don’t want hot food that will quickly become cold or hard.
Delivery or Pickup
If you choose to buy food instead of cooking them yourself, you must decide how the food will be delivered. This is true, especially if you’re hosting a large networking event and require more food. However, you need to decide between food delivery or pickup, which depends on factors like event size, budget, convenience, and personal preference.
Food delivery is convenient because you won’t have to arrange transportation or pick up the food yourself. Moreover, you won’t need to leave the event venue to collect the food. What’s more, some caterers offer on-site setup, ensuring the food is presented professionally. However, you should also weigh the cons of food delivery, including potential delays, limited control of the timing, and the costs involved.
Food pickup, on the other hand, is cost-effective and ideal for small events and tight budgets. You also have complete control over the timing of food pickup and can align it with the event schedule. However, you must plan for the pickup and logistics, which could be time-consuming. You also need appropriate equipment and facilities at the event venue to store the food until it’s served.
Prepare for the Worst
It won’t be all smooth throughout the event, not always. Sometimes worst-case scenarios can occur, influencing the outcome of the event. For instance, technical difficulties such as sound system failures, internet connectivity problems, or AV equipment malfunctions could disrupt panel discussions, presentations, and interactive sessions.
Additionally, you could experience safety concerns such as accidents, medical emergencies, or security breaches at the young professional event. Such issues could stem from fire and plumbing issues, among other risks. Therefore, you must be ready for any unexpected outcome.
Among the best young professional event ideas is preparing for the worst. You need careful planning, effective communication, and proactive problem-solving to minimize or mitigate potential challenges and risks. For instance, you should establish contact with local plumbers to help address any unexpected plumbing issues that could disrupt the event.
Keep the Space Cool
Keeping your event venue cool is among the best young professional event ideas for your next gathering. You want to maintain a cool temperature to ensure the comfort of your attendees. This allows the attendees to focus and engage more actively.
Moreover, keeping the event venue cool leaves a positive impression on attendees. They are more likely to recommend the venue and will likely want all their events to be hosted in that venue. High temperatures can also cause health concerns such as heat exhaustion, heatstroke, and dehydration.
So how do you keep the space cool? There are multiple young professional event ideas to keep your space cool. For instance, consider adjusting the air conditioner or ventilation systems to maintain a comfortable temperature. If your air conditioning system isn’t working correctly, consider an AC repair to address the issue.
Also, ensure the event venue has adequate cooling capacity depending on the anticipated number of attendees. However, you shouldn’t rely on artificial cooling systems. Instead, consider opening windows wide open to let in fresh air from the outside. Provide shaded areas or outdoor cooling options for outdoor events to prevent excessive heat.
Getting Around
You don’t expect the attendees to remain seated the whole day. They must have short breaks between sessions to stretch their legs and explore the area. However, you must make it easier for them to navigate the event venue. This will depend on the size and layout of the event venue.
One of the best young professional event ideas is to provide effective transport options for the attendees. This may include using golf carts, bicycles, or other transport modes. To decide on an effective transport mode, assess the event venue and identify critical areas that attendees are likely to visit. This may include exhibition halls, registration desks, or breakout rooms.
If you’re using golf carts, have trained and experienced drivers familiar with the event venue. Also, consider accessibility needs, especially for attendees with mobility challenges or disabilities. Ensure there are necessary features, such as accessible ramps and secure seating.
Remember to monitor the usage and effectiveness of your transport mode throughout the event. This will provide insights into the experiences of your attendees. Whatever option you choose, ensure the young professionals can easily get around the premises.
Outdoor or Indoor
Another thing on our list of the best young professional event ideas is choosing between an indoor and outdoor venue. Your choice will depend on the specific needs and objectives of your young professionals event.
First, you’ll need to evaluate the nature of the event. Does it align with indoor or outdoor settings? An indoor venue might be ideal if your event requires controlled environments and technical setups. However, if your event is all about networking, you might benefit from an outdoor venue.
Additionally, you should assess the weather conditions before choosing your event venue. An indoor venue offers a more secure and comfortable environment, especially for unpredictable or unfavorable weather. However, an outdoor venue creates a refreshing and vibrant atmosphere, provided the weather is pleasant.
Also, you need to consider capacity and space requirements. If you’re dealing with larger capacities, consider outdoor venues. And if you choose an outdoor venue, you must ensure all necessary amenities are available. For instance, you can consider portable toilets.
Contact Your Colleagues
Communication is vital in any event or gathering. You must stay in touch with colleagues, managers, and event organizers, among others, to ensure a smooth flow of events. So how do you contact your colleagues during a young professional event? Well, it will vary depending on your budget and how tech-savvy you are.
Regardless, one of the best young professional event ideas to help you stay in touch with colleagues is through directory software. First, you must find a reliable directory software solution that suits your needs and budget. Directory software allows you to create a centralized database of attendee information, including names, contact details, job titles, and other relevant information. You can choose between cloud-based or mobile app software.
Also, you must give your colleagues access to the software directory. You can do this by granting access through a dedicated mobile app or providing login credentials. Moreover, you should ensure every attendee knows how to use the software.
It’s essential to choose a software solution with collaboration features. For instance, the software should support sharing, group sharing, or event-specific discussion boards. These features will help foster collaboration and facilitate group communication with colleagues.
Custom Gift Baskets
Do you plan on giving out goodies to attendees? If yes, you must plan how to deliver the gifts to the attendees. As a rule of thumb, the gift should at least be wrapped in a unique package. And that’s why you need custom gift baskets. So, how do you design these custom gift baskets, or where do you get them?
First, you need to make your gift baskets more meaningful. You can achieve this by choosing a theme that aligns with the event and your colleagues’ preferences. Then, select items that are relevant to the theme and appeal to your attendees’ interests. For instance, healthy snacks and fitness accessories are ideal for a wellness theme, while personalized notebooks and desk organizers will work best with a productivity theme.
Additionally, consider personalizing the gift baskets to make them unique to each member. This may involve personalized items like custom-made name badges and engraved pens. Also, pay attention to how you present the gift baskets. The gift boxes or baskets should align with the event theme. Adding decorative elements like ribbons or branded stickers enhances visual appeal.
Also, consider dietary preferences and restrictions when selecting items for the gift baskets. Provide options for those with dietary restrictions, allergies, or specific food preferences. You might also want to consider a food basket delivery for your gifts.
Cleaning Afterwards
So the event is over, and everyone has gone home. As the host, you’re left staring at disorganized seats, food remains, and water bottles all over—the entire place is just a mess. But you know you can leave just yet. You must clean the area. Cleaning the event venue is among the most ignored young professional event ideas.
First, create a cleaning plan outlining the tasks that must be completed. If you’re lucky to find volunteers to help you clean the venue, divide the tasks among them. Wipe down and sanitize all surfaces, including chairs, tables, and counters used in the event. Ensure you use appropriate cleaning solutions and disinfectants to ensure cleanliness.
Sweep or vacuum all the floors to get rid of debris. Note that high-traffic areas may need extra attention during cleaning. Also, don’t forget to check for damages that may have occurred during the event. Remember, you must pay for all the damages if it’s a rented venue.
But you don’t have to go through all the stresses and challenges of cleaning the event venue yourself. Instead, consider hiring a commercial cleaning service to help you clean the venue. These professionals have adequate resources and staffing to handle all your cleaning needs.
Ready to host a young professionals event? We hope the young professional event ideas above will make your event successful and memorable. Feel free to share other ideas with us to help others organize their events successfully.
