Whether you are planning a day-long corporate event or an event that takes place over a number of days, you will more than likely be asked to schedule some sort of entertainment into the itinerary. In the case of multi-day events, you will need to consider activities and entertainment options for several different time slots, since naturally there will be downtime between meetings or at the end of the day. While scheduling organized outings, entertainers, social functions or other entertainment options will certainly be necessary, you may want to consider interspersing planned activities and free time during periods of downtime throughout your event.

There are a number of advantages associated with designating certain days or evenings as free time to allow the attendees to plan their own activities. The most obvious and significant advantage is the money that will be saved, followed closely by the fact that allowing for free time means fewer events for you to plan, which makes your job easier. Experiencing significant cost savings and having less planning to do is reason enough to schedule in free time; however, there are also additional benefits of opting for self-styled entertainment options.

Scheduling in free time is sure to please attendees who would rather explore the city, go out for a drink or retreat to their rooms after a long day of meetings. It also allows you to avoid risking folks not showing up due to lack of appeal or simply being too tired after the day’s activities.

Some meeting planners are dead set against ever serving alcohol at one of their events, while others think it is integral to certain social functions and see no issue with letting the liquor flow at certain events. There are pros and cons to the inclusion of alcohol, but it is largely accepted as an appropriate addition to events of a social nature, evening and weekend events, and a variety of other occasions.

Before adding alcohol to the offerings, it is important to check with your client to determine if there are any particular reasons that it should not be included. For example, there may be cultural or religious reasons why alcohol should not be served at all, or should not be served on certain days or at certain times. Additionally, some clients may fear that having alcohol at a work event will tarnish their image, and in some cases they might be right. The public can be rather unforgiving when it comes to their perception of a company crossing the wrong line. When it comes to alcohol, they may see this as an unnecessary expense or as inappropriate, depending on the type of company hosting the event.

In general, including alcohol is not an issue – and will likely be expected, depending on the type of event – but it is always best to avoid making assumptions and ask your client directly.