How to plan a meet & greet

Updated November 21, 2016

Meet-and-greets are a great way for people with similar interests to get to know one another. Weather planning a meet-and-greet for a small group of people or for politicians and celebrities, there are a few things you need to do to ensure your event is a success.

Plan the meet-and-greet at a convenient location that is a common interest for the guests invited. If you're planning a meet-and-greet for your child's class, contact the school and see if it can be held there. Plan a meet-and-greet for a newborn baby at the baby's home.

Send out invitations at least two weeks in advance. Contact the school to get parent information if you are planning a meet-and-greet with the parents in your child's class. Send an office memo to employees for an office meet-and-greet. Take out a classified ad or post invitations on message forums to notify anyone interested in attending the meet-and-greet for a specific hobby or interest.

Decide what you will serve at the meet-and-greet. Make sure you have enough food and drinks for everyone invited. If it is a pot luck dinner, let your guests know on the invitation to bring a dish.

Have name tags available, and ask your guests to fill them out and wear them during the meet-and-greet.

Plan a group activity that gives guests the opportunity to introduce themselves. Include a group discussion about common interests, goals and expectations.

Select a location within the politician's district. An ideal location would be a local business or community centre.

Advertise the meet-and-greet through local newspapers and flyers. Ask community leaders such as church pastors and special interest groups to help spread the word.

Provide refreshments. For an informal meet-and-greet, drinks and light snacks work well. For a more formal meet-and-greet, consider hiring a catering service.

Have name tags available for guests to fill out and wear.

Have the politician walk around and greet as many guests as possible. Allow plenty of time for brief conversations, photographs and autographs.

Set up a podium or platform for the politician to speak from, and allow an opportunity for guests to ask questions after the speech.

Set up a table for guests to fill out contact information, make contributions and pick up campaign items such as buttons, pens, shirts and signs.

Negotiate a meet-and-greet with the celebrity as part of the initial contract. According to Celebrity Direct, most celebrities will accept requests for meet-and-greets but are not obligated to do them unless stipulated in the contract. The celebrity often will have special requirements for meet-and-greets included in the contract. One example might be that the celebrity will not enter the room until all invited guests are present. Another might be that the celebrity will shake hands and pose for one photograph with each guest.

Clearly define the purpose of the meet-and-greet on the invitation or ticket. Make sure guests are aware of whatever terms the celebrity has agreed to. If each guest will only be given two minutes with the celebrity, include a statement on the invitation or ticket that says, "You will have two minutes to meet, shake hands and take a photograph."

Assign an individual to be responsible for coordinating the group during the meet-and-greet process.

Things You'll Need

  • Contact information
  • Name tags
  • Pens
  • Refreshments
Cite this Article A tool to create a citation to reference this article Cite this Article

About the Author

Katrina Arthurs began her writing career in 1999. She served as a columnist for the "Edgewood News Herald" then as a reporter and production manager for the "KC Conservative." Arthurs is pursuing her Bachelor of Science in criminal justice at the University of Central Missouri.