hyacinths to welcome guests for event management


Plan and make sure that you are all set up before the guests start arriving. Ask each supplier how much time they will need to be ready and make sure they are allowed the time and access they each require. Some of the set ups are sequential and may involve several suppliers. For example, heavy equipment and stage need to be set up before the tables are laid out and decorated. Ascertain how much time each area requires and make sure you have enough time on your hands.

Arrival Area

Whether you are holding your event at a venue or on a charter ship, the first thing that creates an impression on your guests is the arrival area. How efficiently guests are looked after on their arrival sets the tone for the rest of your event. you want your guests to feel that they have arrived at a special occasion. Make sure that the approach to the arrival area is cleaned and spruced up. Remove or cover all debris and ungainly objects in sight. Pay attention to the approach to the entrance points to decide which doors your guests, suppliers, and staff will be using to enter the facility. You have to make sure that the access to your event is convenient and is clearly indicated. If you have made arrangements to transfer your guests to the venue, then how they travel to the site also sets the tone for your event. Opt for the prettier route, where possible.

Weather Concerns

seasons-34263_1280Also see if the entrance is covered from the drop-off point onwards, or else you may need to arrange for a canopy cover or umbrellas in the event rain is forecast. Also make sure that there are enough hands available to assist the guests as they arrive. If it is winter time, then make sure that the walkways are clear of snow or sludge. Arrange with the facility or designate someone to shovel and salt the walkways. If the marble or tile floor of the approach becomes slippery when wet, you may need to lay out carpets for people to walk on. Find out if the venue has reliable insurance coverage for any possible injuries.

Special Displays

Special activities -like searchlights, fireworks, lighting displays, snow bursts, greeting band etc.- can be used to great effect to kindle energy and bonhomie at the moment of arrival. If you are planning any special activities to greet your guests on arrival, then you need to plan well ahead to make the necessary arrangements and to get any permissions that may be warranted. Also visit your location to make sure that it is suitable for the activity or display you have in mind. Once they see the location, your suppliers can also make recommendations based on their past experiences.

Cloak Room

Make sure you have staff standing to direct guests to the cloak room. The closer the cloak room is to the entrance the better. For bigger events, keep movement flows in mind in order to avoid congestion. Check the capacity as well as the handling speed of the cloak room in relation to the size of the crowd you are expecting. Does it have enough racks and hangers? Makes sure you do not use wire hangers for expensive fur coats. If needed, depute more staff to ensure efficiency and speed. Depending on the nature of your event and expected weather, also keep in mind the capacity to handle items like umbrellas and boots. If the guests are arriving direct from work, think of a secure area where they can leave their briefcases.

Guest Check-In

In many events the guests may need to register and have their names checked off the guest list. If your event involves fund-raising or an auction, then credit cards of those interested in bidding may need to be registered. Make sure that the check-in table is staffed by professional people who are well familiar with the event. Registration tables may also be used to hand out program and seating plan. Make sure that the tables used for this purpose are placed in a convenient area and are skirted and draped to look presentable.

Other Considerations

Make sure there is a ramp on the main entrance to render it accessible on wheelchair.

Check out if the facility provides the door attendants. If not, you can hire paid off-duty policemen at reasonable cost. This will leave your staff volunteers free to mix and mingle with the guests.

Find out how the facility staff, doormen, and ushers will be dressed. You may want them to be dressed in keeping with the occasion. If it is a corporate event or a themed event, you want them to be clad in themed shirts for the evening. If it is a wedding or a formal affair, you may want them to wear proper doorman uniform. In any case, they should be identifiable either through their dress or because of the badges they are wearing.

If there are other events taking place on the facility, make sure that the privacy of your event is guarded by properly placed and visible signs.

(For help with your event please write to us at [email protected])

Spread the love

26 thoughts on “WELCOMING THE GUESTS AT YOUR EVENT – By Asif Zaidi”

  1. Hello there! Would you mind if I share your blog with my zynga group? There’s a lot of people that I think would really appreciate your content. Please let me know. Cheers

  2. With havin so much content do you ever run into any issues of plagorism or copyright infringement? My blog has a lot of unique content I’ve either created myself or outsourced but it appears a lot of it is popping it up all over the web without my authorization. Do you know any techniques to help reduce content from being ripped off? I’d definitely appreciate it.

  3. What i don’t realize is actually how you are no longer really a lot more smartly-preferred than you may be now. You’re very intelligent. You understand thus significantly when it comes to this subject, produced me in my opinion imagine it from a lot of numerous angles. Its like men and women aren’t involved until it is something to accomplish with Woman gaga! Your own stuffs excellent. All the time handle it up!

  4. I would like to thnkx for the efforts you’ve put in writing this site. I’m hoping the same high-grade web site post from you in the upcoming also. In fact your creative writing skills has encouraged me to get my own website now. Really the blogging is spreading its wings fast. Your write up is a great example of it.

  5. The root of your writing whilst sounding reasonable initially, did not settle properly with me personally after some time. Someplace throughout the sentences you managed to make me a believer but just for a short while. I however have a problem with your jumps in assumptions and one might do well to help fill in those gaps. In the event that you actually can accomplish that, I will undoubtedly end up being fascinated.

  6. Hi would you mind letting me know which webhost you’re working with? I’ve loaded your blog in 3 different browsers and I must say this blog loads a lot faster then most. Can you recommend a good hosting provider at a honest price? Cheers, I appreciate it!

  7. Great beat ! I would like to apprentice at the same time as you amend your site, how can i subscribe for a weblogsite? The account aided me a applicable deal. I had been alittle bit acquainted of this your broadcast offered vivid transparent concept

  8. Link exchange is nothing else but it is
    only placing the other person’s weblog link on your page at appropriate place and other
    person will also do similar in favor of you.

  9. Do you mind if I quote a couple of your posts as long as I provide credit and sourcesback to your webpage? My blog is in the exact same area of interest as yoursand my visitors would really benefit from some of the information you provide here.Please let me know if this ok with you. Thanks!

  10. Great site you have got here.. It’s difficult to find high quality writing like yours these days.I honestly appreciate people like you! Take care!!

  11. magnificent post, very informative. I’m wondering why the other experts of this sector don’tunderstand this. You should proceed your writing.I am sure, you’ve a huge readers’ base already!

  12. I like the helpful info you supply on your articles. I will bookmark your
    weblog and test once more right here regularly. I’m fairly certain I’ll learn plenty of new stuff proper here!
    Good luck for the next!

  13. I do trust all of the ideas you’ve presented on your post. They are very convincing and will definitely work. Still, the posts are very short for newbies. May just you please prolong them a bit from next time? Thanks for the post.

  14. Unquestionably believe that which you stated. Your favorite justification appeared to be on the web the simplest thing to be aware of. I say to you, I certainly get annoyed while people consider worries that they just do not know about. You managed to hit the nail upon the top and also defined out the whole thing without having side effect , people could take a signal. Will likely be back to get more. Thanks

  15. I’m truly enjoying the design and layout of your website. It’s a very easy on the eyes which makes it much more pleasant for me to come here and visit more often. Did you hire out a designer to create your theme? Excellent work!

  16. Heya just wanted to give you a quick heads up and let you know a few of the images aren’t loading properly. I’m not sure why but I think its a linking issue. I’ve tried it in two different browsers and both show the same outcome.

  17. I do agree with all the ideas you’ve presented in your post. They are really convincing and will definitely work. Still, the posts are very short for beginners. Could you please extend them a bit from next time? Thanks for the post.

  18. With havin so much written content do you ever run into any problems of plagorism or copyright violation? My blog has a lot of exclusive content I’ve either authored myself or outsourced but it looks like a lot of it is popping it up all over the internet without my permission. Do you know any solutions to help protect against content from being stolen? I’d truly appreciate it.

  19. Thanks for expressing your ideas. I’d personally also like to convey that video games have been at any time evolving. Technology advances and enhancements have assisted create practical and enjoyable games. These kinds of entertainment video games were not really sensible when the real concept was being attempted. Just like other forms of technological know-how, video games also have had to progress as a result of many years. This itself is testimony for the fast progression of video games.

  20. There are certainly a lot of particulars like that to take into consideration. That may be a nice level to carry up. I offer the ideas above as general inspiration however clearly there are questions like the one you bring up the place an important thing will likely be working in trustworthy good faith. I don?t know if greatest practices have emerged round issues like that, but I am certain that your job is clearly recognized as a fair game. Both girls and boys really feel the impression of just a moment抯 pleasure, for the remainder of their lives.

Leave a Comment

Your email address will not be published. Required fields are marked *

Scroll to Top