Supporting VIPS at Events
You’ve got an exciting event coming up with quite a few VIPs as speakers and guests! You’re thrilled to be welcoming them but wonder: how do I best support my VIP guests?
Supporting VIPs at an event requires heightened intentionality, communications, and planning. When working with celebrities, politicians, and other high level VIPs, one must consider finer details to ensure a stellar VIP experience.
Security Detail
Most VIP guests will arrive with a security detail. It’s critical their security detail is connected to the venue security team and your planning team. At ELE, we make ourselves available to any VIP handlers and ensure all teams are in touch should anything arise!
Arrival & Departure
You may need to have your VIPs enter and exit your event in a separate secured door. This could be a back door or even a service hallway. Ahead of the event, coordinate with the venue to identify the best path and communicate that to the drivers, security team, and any other key stakeholders, to ensure smooth transitions on-site.
Holding Area
An important consideration is giving VIP guests a private location separate from participants. We highly recommend using or even creating (with pipe & drape) a greenroom where they can prepare and refresh before their presentation or during the event. Pro tip: make sure there is a mirror, private bathroom ,water, and a few snacks (bonus points if you already know their favorite snacks)!
Rider Requirements
Many VIP guests have a contract requirement rider. This could include specific requirements on housing, transportation, food and beverage, holding areas, or greeters. We work to ensure requirements are addressed early on in the planning process so that each one is met with ease!
A Personal Touch
Nice touches matter! Sometimes that means taking the extra step to check the VIP into their hotel and meet them in the lobby so they feel welcomed and have a smooth arrival. We’ll always be sure to provide our direct contract information, but won’t insist on collecting theirs - it’s a one way street!
Don’t Forget: VIPS are People Too!
Never forget, famous people are also people! Do your best to treat them as normal humans, without feeling star-struck or being afraid to see if they need any extra assistance. Avoid the urge to take a selfie, (unless they’re clearly very open to it). Your goal is to have them perform at their best, but also to have a pleasant experience with your brand - in hopes they may return in the future (or share the good word with a friend)!
Each VIP will have their own preferences. This process is about getting to know their plans and being able to modify your process to meet their individual needs. Always bring flexibility and kindness along the way to ensure they have a positive experience!
We’ve got so much more we’d love to share with you - get in touch! Shoot us an email at hello@erinleonardevents.com