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Organizing Pre-Event Mixers

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<h1>Organizing Pre-Event Mixers</h1>
<p>This playbook outlines the steps required to organize successful pre-event networking mixers, aimed at creating an engaging platform for attendees, speakers, and sponsors to interact and build connections before the main event.</p>

<h3>Step 1: Planning</h3>
<p>Identify the goals, target audience, and desired outcomes for the networking mixer. Choose a suitable date, time, and location that compliments the main event schedule.</p>

<h3>Step 2: Budgeting</h3>
<p>Create a detailed budget plan covering all potential costs such as venue, catering, entertainment, and logistics. Ensure sponsorship opportunities are leveraged to offset costs.</p>

<h3>Step 3: Invitations</h3>
<p>Design and send out invitations to the target attendee list well in advance. Include speakers and sponsors in the invitee list to ensure high-profile networking opportunities.</p>

<h3>Step 4: Venue Setup</h3>
<p>Arrange the mixer venue to foster interaction, with areas designated for food and drinks, casual chats, and formal networking. Consider layout, signage, and any theme decorations.</p>

<h3>Step 5: Entertainment</h3>
<p>Book entertainment that aligns with the event's objectives and the preferences of attendees. This could range from live music to interactive activities or icebreakers.</p>

<h3>Step 6: Catering</h3>
<p>Coordinate with caterers to provide a selection of food and beverages that cater to various dietary restrictions and preferences.</p>

<h3>Step 7: Registration</h3>
<p>Set up a registration process for tracking attendance. Use name tags or a digital app to facilitate introductions and connection building during the mixer.</p>

<h3>Step 8: Promotion</h3>
<p>Promote the mixer through social media, email marketing, and during the main event announcements to maximize attendance and anticipation.</p>

<h3>Step 9: Staff Briefing</h3>
<p>Brief all staff and volunteers on their roles and responsibilities during the mixer to ensure smooth operations and a welcoming atmosphere for guests.</p>

<h3>Step 10: Post-Mixer Follow-up</h3>
<p>After the mixer, send thank-you notes to attendees, speakers, and sponsors. Request feedback to gather insights for future events and share any follow-up opportunities or materials.</p>

<h2>General Notes</h2>

<h3>Contingency Plan</h3>
<p>Develop a contingency plan to address potential issues such as inclement weather, no-show vendors, or last-minute changes in attendance.</p>

<h3>COVID-19 Compliance</h3>
<p>Ensure that all aspects of the mixer comply with current local COVID-19 health and safety guidelines to protect all participants.</p>