Managing events can be stressful enough without having to cater for VIPs. You may be hosting a business conference and may have specially invited a leading businessman to give a talk. You may be launching a product or a business and be using an important figure to sponsor it. Or you may be hosting a sports event or a local fare and you’ve caught wind that a celebrity or important community figure wants to be there. Whatever the reason for your VIP being there, here is how to prepare and ensure they get the most suitable service.
Shout about them during promotion
If you’ve arranged a workshop or launch party for your store and want people to come, the fact that you have an important figure there should be a key selling point. Include it in social media, on posters, in personal emails – however you plan to promote. Check that the VIP is definitely coming and if they are alright with you publicly using them as a selling point. Some celebrities may want to arrive as a surprise guest to limit paparazzi and hordes of adoring fans. Some VIPs may simply want to be treated as equals.
Check they have travel and accommodation planned
Many VIPs will have personal planners to arrange hotel rooms and transport to the venue if needed. Check just in case that this is all sorted and if any arrangements need to be made such as private access and parking, as well as letting them know they appropriate time to arrive.
Your event may require security. A VIP may attract many fans who may attempt to sneak in. Some figures may even be so important that it could endanger them to not have protection. Hire security guards in order to keep the event running smoothly. Even events without VIPs may require security just to keep unwanted personnel away.
Give the VIP their own private area
Your important guest may want their own area to relax before, after or during the event. This could include a dressing room, a private tent, a place to park up their VIP vehicle or a private booth or seating area for spectating an event. Research your VIP in case they require any special equipment or food and drinks. Don’t go overboard – a local mayor or important businessman may want to mix with the crowd and not be treated with royalty.
Invite your VIP to take part in event proceedings
Don’t just treat your VIP like a decoration. Offer them the chance of getting involved. Have them give a talk at your conference or cut the ribbon of your new store. There should be a practical reason for them being there other than simply being a marketing ploy. Of course, if your guest has come along by their own will, they may not want to get involved (such as a celebrity spectating a sports event or going to a concert). Similarly, you should be wary of VIPs that want to steal the show.