A Guide to VIP Event Protocols and Procedures
Inviting VIPs to your event such as royalty, governors, politicians and celebrities can be exciting, but it also requires extensive pre and post-event protocols and protocols to roll out during the event. Read on for our top 5 tips to ensure you get those VIPs at your party!
1. Give as much notice as possible
VIP’s are busy people and will often need to book events 2-3 months in advance, so sending out invitations ASAP in a must. You may be required to send a written letter and fill out an official form with vital event information. Some offices can take 4-6 weeks to get back to you, so plan ahead!
2. Accommodate any security requirements
VIP’s are important people for a reason! Take any and all security requirements seriously and liaise with venues and suppliers to accomodate these. Your guests safety is your top priority.
3. Pamper your VIPs - always
You want to make your VIPs feel special. Arrange premium parking for easy arrival and departure, and ensure they are seated at the head tables or in front row seats. For certain VIPs and celebrities you may also need to organise accommodation and flights. Sending out personalised thank you letters to VIPs following your event is a nice touch that will show your appreciation.
4. The party don’t start til’ they walk in
Your event usually cannot start until the VIPs have arrived -if they are running a little late, make sure you wait. Ensure the MC acknowledges the VIPs in the room at the start of the event, being sure to include any relevant prefixes such the ‘Most Honourable’ and post nominals such MLA or AO.
5. Welcome to Country and acknowledging land and traditional owners
Welcome to County is an important element to any event, especially those in venues that hold cultural importance, such as Kings Park. A Welcome to Country should be performed by someone who was born in the area/language group of your event, and can include singing, dancing and musical instruments. Allow double the time you have given for your WTC - proceedings can sometimes go off-script!
