Event Hosting Information Package

Transcription

1 Every year the Greater Victoria Chamber of Commerce organizes approximately 100 events for our members. From networking receptions and educational seminars to our annual Business Awards and Marketplace Mixers, each event offers members the opportunity to network with other business people. As a Chamber member, you have the opportunity to host several different types of monthly events. Hosting a Chamber event is a fantastic way to showcase your business. Once you have determined which type of event you would like to host, please complete the Event Hosting Request form at the end of this document and return it to the Chamber. You will then be contacted to set up a site visit. After a successful site visit has been conducted, your company will be added as a qualified host, to be contacted for the earliest event hosting opportunity. Due to the high volume of requests, we may limit hosts to one event per calendar year. Event Description Prodigy Group Mingles The Prodigy Group is a diverse network of emerging professionals within the Greater Victoria Chamber of Commerce. Providing members and prospective members the opportunity to foster great business connections, Prodigy Group Mingles offer a fun and laid back social event. Chamber Business Mixers Vibrant after-hours business social events, Business Mixers provide excellent opportunities for members and prospective members to meet face-to-face, to establish or renew relationships. Timing Second Thursday of every month, from 5 to 7pm. Third Thursday of every month, from 5 to 7pm. Guests 50 to 70 people 100 to 150 people Open to Chamber members and future members. Open to Chamber members and future members. Host Requirement Open to businesses with either a Food-Primary or Liquor-Primary License from BC s Liquor Control & Licensing Board (LCLB). May be open to unlicensed businesses if approved by The Chamber. Open to licensed & unlicensed businesses.

2 Prodigy Group Mingles Host Requirements: Be a Chamber member in good standing, as of the day of host confirmation Offer accessible location suited to number of guests. If open to the general public, a separate room/area must be secured for event guests. Host Fee Everything must be in place by: Food requirements Bar Facilities Guest Registration (run by the Prodigy Group) Door Prize Formal Proceedings (speeches, presentations, entertainment, music, etc.) Event supervision, staffing, and closing $150 + GST 4:30pm Provide hors d oeuvres for 50 people. All food must be clearly labeled / communicated by servers. Operate a cash bar with a minimum of 2 bartenders. (If approved for a host bar, a Special Occasion License must be submitted to The Chamber no later than 14 days prior to the event. A maximum of 2 drink tickets are distributed per person). Non-alcoholic drink station must also be available. Please ensure that credit cards can be used for purchases. Please provide a table and small garbage can at the main entrance. In cooler months, please ensure coat racks are available. Supply a door prize. Occasional speeches and presentations are organized by the Prodigy Group (typically 5 10 minutes in duration). AV requirements involve a wireless microphone and speakers, and will be the responsibility of the host. Host responsibility, with support available from the Prodigy Group. Host Benefits: your website on customized electronic invitation sent by the Prodigy Group your website on the Chamber event webpage your website on the Prodigy Group event webpage your website in the bi-weekly e- newsletter Chamber Events Company mention within event promotion in Business Matters magazine Opportunity to conduct 3 to 5 minute welcome speech Business cards of all guests provided after the event, including name of draw prize winner Opportunity to showcase your business Distribution ,000 page views per month 20,000 page views per month Bi-weekly distribution 4,100+ Bi-Monthly distribution 2,000 Promotional materials available at designated table or distributed by Prodigy Group when guests leave. Additional options possible with advance permission from the Prodigy Group.

3 Chamber Business Mixers Host Requirements: Be a Chamber member in good standing, as of the day of host confirmation Offer accessible location suited to number of guests. If open to the general public, a separate room/area must be secured for event guests. Option A licensed facilities & non-profit organizations) Option B Option C unlicensed for-profit organizations) Host Fee $300 + GST $300 + GST $1,000 + GST Everything must be in place by: 4:30pm 4:30pm 4:30pm Food requirements Bar Facilities Guest Registration (Run by The Chamber) Supply a Door Prize Provide hors d oeuvres for 100 people. All food must be clearly labeled / communicated by servers. A non-alcoholic drink station must also be available. Operate a cash bar. A minimum of 2 bartenders must be present. If applicable, a Special Occasion License must be faxed to no later than 14 days prior to the event. Please ensure that credit cards can be used for purchases. Please provide a table, two chairs and a small garbage can at the main entrance. In cooler months, please ensure coat racks are available. Provide hors d oeuvres for 100 people. All food must be clearly labeled / communicated by servers. A non-alcoholic drink station must also be available. Operate a host bar. A minimum of 2 bartenders must be present. If applicable, a Special Occasion License must be faxed to no later than 14 days prior to the event. Please ensure that credit cards can be used for purchases. Chamber staff will distribute 2 drink tickets to each guest at registration. Drink tickets must be provided by the host. Please provide a table, two chairs and a small garbage can at the main entrance. In cooler months, please ensure coat racks are available. Provide hors d oeuvres for 100 people. All food must be clearly labeled / communicated by servers. A non-alcoholic drink station must also be available. Chamber operated cash bar. Please provide a table, two chairs and a small garbage can at the main entrance. In cooler months, please ensure coat racks are available. Formal Proceedings (speeches, presentations, entertainment, music, etc.) The Host must provide a sound system for speeches. Timing will be determined by the Chamber at the event to capture peak attendance levels. Music may be implemented upon request. The Host must provide a sound system for speeches. Timing will be determined by the Chamber at the event to capture peak attendance levels. Music may be implemented upon request. The Host must provide a sound system for speeches. Timing will be determined by the Chamber at the event to capture peak attendance levels. Music may be implemented upon request.

4 Host Requirements: Event supervision, staffing, and closing Opportunity to display promotional material Provide a company logo for promotional purposes Host Benefits: Colour logo placement and a hyperlink to your website on the Chamber event webpage Colour logo placement and a hyperlink to your website in the bi-weekly e- newsletter Chamber Events Company mention within event promotion in Business Matters magazine Opportunity to conduct 3 to 5 minute welcome speech Business cards of all guests provided after the event, including name of draw prize winner Chamber operated host bar Opportunity to showcase your business Option A licensed facilities & non-profit organizations) Host Responsibility, with support available from the Chamber. Option B Host Responsibility, with support available from the Chamber. Option C unlicensed for-profit organizations) Host Responsibility, with support available from the Chamber. 60,000 page views per month 60,000 page views per month 60,000 page views per month Weekly distribution 4,100+ Weekly distribution 4,100+ Weekly distribution 4,400+ Bi-Monthly distribution 2,000 Bi-Monthly distribution 2,000 Bi-Monthly distribution 2,000 Promotional materials available at designated table or distributed by The Chamber when guests leave. Additional options possible with advance permission from The Chamber. Promotional materials available at designated table or distributed by The Chamber when guests leave. Additional options possible with advance permission from The Chamber. The Chamber will obtain a Special Occasion License, purchase required alcohol, contract bartending services for the event, rent glassware and manage all alcohol sales for the event. Promotional materials available at designated table or distributed by The Chamber when guests leave. Additional options possible with advance permission from The Chamber.

5 Catering Chamber Members Ambrosia Your Event Centre on Fisgard (250) Cook s Day Off Fine Foods & Catering (250) Fairmont Empress (250) Food For Thought Catering (250) Roast Carvery (250) Spice Jammer (250) Travelodge Victoria (250) Truffles Catering Victoria Marriott Inner Harbour (250) (250)

6 Event Hosting Request Form Date: Business Name: Address: Contact Name: Phone: What type of event are you interested in hosting? Prodigy Group Mingle Business Mixer *Please note that you may host only one of the following events per calendar year.* Does your organization possess either a Food-Primary or Liquor- Liquor Control & Licensing Board? Yes No Is your company a non-profit organization? Yes No What is the size of the proposed room / area? Is the proposed location wheelchair accessible? Yes No Are there washroom facilities onsite? Yes No Is adequate parking available for the number of guests expected? Yes No Does your business cater to the public? Yes No If so, are you willing to secure a separate room to accommodate guests? Yes No How many entrances are there to the event area? Are you willing to serve food in this area? Yes No Are you willing to serve alcohol in this area? Yes No Are you willing to provide event supervision and staff? Yes No When are you available for a site visit: Authorized Signature: Please fax completed form to (250) For more information, please call Oriane Fort at (250)