10/26/2021

VIP Guests

5 Ways to Shine

Celebrities. All-star athletes. Media sensations. Over the past 14+ years, I've worked with a variety of well-known personalities thanks to booking keynote conference speakers, coordinating meet & greets, and beyond. 

While it might sound fun to work with big names (and absolutely can be!) it's easy to make awkward mistakes. 

So, here’s exactly what you need to know about creating an optimal experience for your VIPs and  all involved: 

COMMUNICATE EARLY & OFTEN

Nearly every well-known celebrity or athlete on the speaker circuit relies on a trusted handler or support team. Be their best friend. Treat them kindly with respect. Communicate early and often around travel arrangements, agendas, and security details, etc. If their handler doesn’t travel with them, be sure to take time communicating schedules and expectations with the VIP once they arrive at your event. 

CONSIDER TRANSPORTATION

Hiring a reputable car service is important for both comfort and reliability. If you're investing in a VIP's appearance, specific travel needs are typically outlined in their contract. A town car or SUV (not a limo) is the best way to go. They’ll generally want transportation to and from the airport, hotel and venue, so be sure you budget for that expense (around $100 an hour). 

SECURITY IS KEY 

Safety and privacy are essential. Carefully think through your venue, guest list, and points of entry for uninvited fans or haters. Prioritize securing a safe place for your VIP. This could be backstage or anywhere away from the main event for them to slip away to, regroup, or even make a quick exit. 

KEEP YOUR COOL 

Keeping your cool goes a long way with a VIP and their support team. Whatever do you, don't ask for autographs or photos. You're not a fan—you're a professional. Keep in mind,  your event is about creating the best possible experience for your client and their guests. 

ANTICIPATE EVERY NEED 

Think 10 steps ahead. Focus on reading the room and anticipating what would make life easier for your VIP. In a communicative spirit, always be available to answer questions and provide above and beyond support. 

BONUS

Be yourself. Wow VIPs with kindness and gratitude. Your effort, energy, and attitude will make all the difference.

Questions about event planning and VIPs? 

Ask away! I'll gladly respond to every comment.