5 VIP Hospitality Tidbits

Some guest speakers or performers (VIPs) are on the road a lot and often don’t make it home between stops to shop, do laundry, or run errands as they would like. As the event host, it should be a priority to serve your VIPs well while they are in your care. I have had scenarios where a staff member traded shirts with a speaker because his had a stain on it and another where a staff member gave up their belt so the performer could keep his pants on. To provide exceptional hospitality when hosting a VIP, keep these five valuable tidbits in mind:

• Create a Hospitality Toolkit. This is a bin with essentials a VIP may need at the last minute for a possible wardrobe malfunction or to replace something they forgot to pack. Items in this toolkit may include: deodorant, hair spray, Bobbie pins, safety pins, small sewing kit, Acetaminophen, Ibuprofen, Antacids, disposable toothbrush and paste, floss, feminine products, band aids, iron or steamer, curling iron, Chapstick, and the like. 
• Enlist the help of a Runner. This could be a volunteer or paid staff person who is available to “run” for things the VIP needs like a belt, socks, specific snack or beverage item, prescription pick up, dry cleaning drop off, photo copies, and things of this nature.
• Provide on-site Greenroom Hospitality. Sometimes these items are listed in a contract or rider, and sometimes you will need to ask the VIP or their assistant for the information. These are snacks and beverages the VIP prefers to have available to them while on-site. Because VIPs travel so much, they often have a specific type of healthy snack, sweet treat, or favorite beverage they would like to consume. They may even have a request for items they can take back to their hotel room or with them on the next flight.  
• Give the VIP something to Surprise and Delight them. This can be a small gift basket filled with items from boutique shops or specialty stores only available in your local area (like chocolate, coffee, or other local wares), gift cards for restaurants to use while traveling, books from staff or local authors, or any number of items. These gifts can be in the greenroom for the VIP when they arrive on-site, or the hotel where the VIP is staying can “drop” them in the VIP’s room for a small fee. If working with a hotel, they often offer amenities for purchase such as chocolate covered strawberries, snack mix, or bottle of wine the hotel can arrange for you.  
• Ensure there is an On-site Host who will meet the VIP, be available to answer questions, direct them where to go, arrange for their travel between venue and hotel, and ensure the VIP is appropriately dressed and ready to go on stage (ie: removing name tags, ensuring their dress isn’t tucked into their pantyhose… you know).

These may seem like simple things, but they are often overlooked. I guarantee the VIP will appreciate the effort you put into making their visit as pleasant and stress-free as possible.

What types of hospitality tidbits do you have to share? List them here or send me an email.

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