For an event organiser, hosting VIP or royal guests can be an exciting yet challenging experience. The attention to detail and level of preparation required to ensure a flawless event can be overwhelming. As a military charity, we are very much accustomed to hosting VIPs and high-profile guests, including members of the royal family. It takes some thought and preparation, but above all it takes understanding to handle such esteemed visitors with grace and efficiency.
Treat Everyone Like Royalty
Whist we believe that every guest, whether VIP or not, should be treated with utmost respect and attention, when it comes to royal guests, the primary difference lies in their security protocols. The involvement of security teams becomes crucial, and organisers need to liaise with the security teams and the royal household, before details of the event can be confirmed.
Prepare, Prepare, Prepare
Being prepared is the key to success when hosting high-profile guests. Communicate early with your venue and share details about potential royal or VIP visits, even if they are not confirmed. This proactive approach allows the venue to prepare and demonstrate its experience in handling such visits.
Managing the Schedule
Royal guests often have tight schedules, with multiple engagements to attend. It is crucial to respect their time and stick to the agreed-upon schedule. I suggest working closely with the royal protection team and the client to create a clear and efficient schedule, ensuring a smooth flow of events and interactions.
Create a Plan and Stick to It
I cannot stress enough the importance of having a well-thought-out plan for the visit. Establish a clear route for the royal guests, minimising backtracking, and ensuring a smooth walk-through. Having a plan also helps manage expectations and ensures that all key individuals and groups get an opportunity to meet the esteemed guests.
Maintain Professionalism and Etiquette
When hosting a royal visit, maintaining a high level of professionalism and etiquette is crucial. An organiser needs to ensure that staff members wear appropriate attire, such as black tie and name badges, for easy identification. Additionally, maintaining a respectful and dignified atmosphere helps create a positive impression on the guests.
Review Your Budget
If a royal visit is unexpectedly added to an event, it might be necessary to review the budget.
Consider necessary adjustments to accommodate the visit, ensuring that the guests have an enjoyable and memorable experience.
Conclusion
Hosting VIP or royal guests is an honour and a challenge that requires meticulous planning, attention to detail, and clear communication. The key to success lies in early preparation, effective coordination with security teams and the royal household, and maintaining a high level of professionalism throughout the event. By following these valuable insights, organisers can create a seamless and unforgettable experience for their esteemed guests, leaving a lasting impression and paving the way for future successful engagements.
Mark Field, Operations Director, The Victory Services Club
