Event Planning - Managing Guests / VIPs (Part I)
- Sean Spence
- Oct 2, 2024
- 3 min read
Whenever you interact with individuals, especially in group settings, unexpected situations may arise. The essential aspects of managing attendees at your event include being prepared, adaptable, and enabling your staff to handle any issues that may arise.
To effectively manage the attendees at your event, it is essential to begin with pre-event communication, including invitations, marketing materials, and your website. It is important to proactively address potential questions and ensure that you have responses ready for those that are commonly asked.
Below are some overlooked issues that you might consider including:
What is the expected dress?
What kind of food will be served? Will it be a complete dinner or just heavy appetizers?
Contact information for someone who can answer questions.
Specify not only the date but also the day of the week for the event, along with its start and end times.
For any VIP holding an official role at the event, such as master of ceremonies, speakers, or award recipients, it is important to provide detailed information beyond the basics. They should receive clear instructions on their responsibilities, including what they need to do and when, within the framework of the entire program.
To ensure important points are remembered, they should be emphasized and reiterated multiple times in all communications. For instance, if a speaker has a set time limit (which is typically the case), it should be clearly stated two or three times in all pre-event instructions and reiterated during the event, both verbally and in writing.
It is advisable to give VIPs participating in the event written instructions three times prior to the event. Upon their arrival at the event, they should be provided with the written instructions along with a detailed agenda, and a brief verbal recap of the key points.
Regardless of the amount of information shared with attendees before the event, there will almost always be some individuals who miss certain details. It is crucial to ensure that event staff are well-trained to address any issues that may arise. Training is key! Even for straightforward instructions, they should be given to staff in writing and explained during a training session.
Throughout the event, it is important to consider specific areas concerning people management that are prone to issues and require thorough preparation.
Sign-in Table
When organizing a big event, the sign-in area can be quite challenging. Many believe that anyone can manage a sign-in table, but that's not the case. To ensure the success of your event, you require individuals who excel in communication, are well-organized, and adept at addressing issues promptly.
It is recommended to have a minimum of two individuals managing the sign-in table. Ideally, there should be one person for every 50 guests or guest couples, considering that most guests will arrive simultaneously.
Consider using either sign-in sheets, a checklist containing everyone's names, or both.
Having small, folded cardstock signs can be useful for vegetarian guests to indicate to servers that they require a vegetarian meal (or gluten-free, etc.) at their seats.
For bigger events, designate someone without formal responsibilities at the registration table as a troubleshooter to address any issues promptly. This way, any problems encountered by the registration staff can be immediately referred to the troubleshooter, preventing delays in the registration process. If the event is smaller (usually 75 attendees or fewer), you can take on the troubleshooter role. However, for larger events, it is advisable to assign someone else as there may be other issues that require your attention.
For certain occasions, you may not have the names of attendees in advance. In such situations, it is important to have a method to gather their names. Self-sign-in sheets are generally the most effective option. Ensure you include enough lines to accommodate those waiting - ideally 1 line for every 50-100 expected attendees - to prevent long waiting times. Once you have collected the names, you can utilize them for sending thank you notes, extending future event invitations, and various other purposes.
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