VIP guests and speakers are the face of your event. They build the first wave of trust, draw attention, and often become the key highlights of the entire program. But remember: the higher the status, the higher the expectations.
Working with VIPs is not just about politeness and service — it’s a system based on attention to detail and clear communication. Below is a step-by-step guide to managing this process like a pro.
🧭 1. Preparation Before the Event: Attention = Respect
✔️ Personalized approach from the very beginning
Don’t send templated emails. Your message should be personalized and context-aware.
📌 What to send:
– A personal invitation from the organizer or founder
– A brief program outline highlighting their role
– A logistics assistance offer (hotel booking, transfers, etc.)
– Contact details of their personal coordinator
💡 Tip: Show that you genuinely value their presence — not just formally.
🧳 2. Logistics and Comfort: No Detail Left to Chance
✔️ Provide:
– Private transportation
– Fast-track or separate registration
– Access to the VIP lounge
– A dedicated coordinator by their side throughout the day
📌 Check in advance:
– Does the hotel meet their standards?
– Any preferences (dietary, safety, confidentiality)?
– Is the dressing room/speaker area fully ready?
💡 A VIP’s comfort is your responsibility. If they feel lost, uncomfortable, or can’t find water — that’s a failure in organization.
🎤 3. Working with Speakers: Preparation, Support, Clarity
✔️ Schedule a briefing 3–7 days before the event:
– Session topic and expectations
– Duration
– Format (monologue, interview, panel, etc.)
– Will there be audience Q&A?
– What visuals they can use
📌 Clarify:
– What they’ll need on stage: water, tablet, clicker, teleprompter
– Who will introduce them
– Whether they have a specific presentation style
💡 Tip: Offer a rehearsal the day before — especially for keynote speeches.
📱 4. During the Event — Always Stay Connected
✔️ Assign a dedicated coordinator with:
– A fully charged phone
– Access to all event contacts
– Access to all zones
– The ability to solve problems calmly and fast
📌 The coordinator should:
– Greet the guest
– Escort them to the right place
– Explain the schedule
– Give a heads-up 10–15 minutes before their stage time
💡 Your goal is to create a sense of calm, clarity, and total control.
🤝 5. After the Event: Gratitude and Ongoing Relations
✔️ Send:
– A personalized thank-you letter
– Photos/videos of their participation
– Event summary or media kit
– A future collaboration proposal (if relevant)
📌 Add a thoughtful touch:
– A personalized gift
– A social media shout-out
– A certificate or token of appreciation
💡 Let them feel that their contribution mattered — and that you’re a team worth working with again.
🚫 6. Mistakes to Avoid
❌ Ignoring the speaker’s requests (even if they seem “too much”)
❌ Assigning an untrained assistant
❌ Forgetting transfer or meals
❌ Posting media without permission
❌ Not briefing the MC on how to introduce the VIP
📌 Conclusion
Working with VIPs and speakers is the pinnacle of event professionalism. It’s about more than checklists — it’s about finesse. Respect, timing, discretion, and making them feel “everything is under control” — that’s what makes them want to return.
💬 What examples of great VIP management have impressed you?