Event Planning - Managing Guests / VIPs (Part II)
- Sean Spence
- Oct 7, 2024
- 3 min read
Make sure you have plenty of Change
Having some change readily available is essential if there will be guests paying at the door. It is recommended to have around $100 in various denominations, which should be sufficient in most situations.
Have receipts
There is no need for anything elaborate. You can easily get a receipt book with carbons from any office supply store for duplicates, or you can make your own receipts using a computer and printer.
Nametags
Although nametags may appear daunting at first, there are various methods to manage them, and they are actually quite simple.
To ensure you can quickly find the right tag, the first step is to maintain them in alphabetical order.
Two Common systems for arranging Nametags
Small boxes, similar to those used for storing index cards, can be used to store the nametags. These boxes typically come with alphabetical separators, facilitating the organization of the nametags. While this method reduces the effort required from attendees, it increases the time needed from staff members. It may also cause a slight delay in the registration process as each nametag is retrieved from its designated box.
Placing them on a table, facing up, next to each other allows individuals to easily locate their own tag. This method is quicker, involves less staff intervention, and is likely the preferable approach. The only drawback is a minor decrease in control over the procedure.
What do you do if a really long line develops?
It is advisable to consider this question well in advance of your guests' arrival. Doing so will increase the likelihood of having additional staff and sign-in tables available, making it easier to expand the number of queues.
If you cannot add more lines, but have additional team members, another method to expedite the process is to assign individuals to assist with registering attendees, collecting payments, tickets, or names, and ensuring a smooth check-in process for the event.
Managing guests before the event really gets rolling
It is crucial to keep in mind that, in the majority of situations, your guests want to be aware of the upcoming events. Avoid keeping them uninformed; ensure they are kept up-to-date. This can be achieved by providing a program for them to collect upon registration or at their table. Alternatively, you can display more prominent, usually ornamental, schedules on signs throughout the event.
Managing guests during the program
Having a skilled Master of Ceremonies can handle a lot of responsibilities. They should be capable of maintaining the flow of the event, adding humor or thoughtful moments as needed to enhance the atmosphere of the evening.
Below are a few suggestions to assist speakers in adhering to their allocated time slots:
Prior to the event, make sure to inform them about the time restriction on at least three occasions: in written form, then again in writing and verbally as they arrive.
Place a notice on the podium to prompt speakers about their time restriction.
Ensure there is a small digital clock on the lectern for speakers to easily keep track of the remaining time.
Assign someone as an informal timekeeper; position them within the speaker's view and inform the speaker that the timekeeper will rise when there are 30 seconds left on the speaker's allotted time. It is crucial to limit the warning time to 30 seconds or less - the longer the duration, the more challenging it becomes for certain speakers to conclude their speech. The goal is to ensure that speakers understand they should conclude their remarks promptly upon seeing the timekeeper stand.
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