VIP status is not limited to dignitaries, company executives and entertainers.
That means the level of service required varies significantly from individual to individual and from situation to situation.
Here are some vital Corporate Event Planning Tips that might apply to some or all VIPs.

Preparation and Arrival
Transportation
Handling VIPs during the Event
The finer details that show your Expertise
Protocol
Security
Confidentiality
Flexibility

Preparation and Arrival:

1. Designate a reliable individual as liaison for VIPs.
2. Select an individual to meet VIPs at the airport or hire a destination management company to provide meet-and-greet services.
3. If a gift is warranted, select an appropriate one carefully, keeping in mind that certain items are taboo in other cultures.
4. Arrange for a VIP gift basket in the hotel room; select appropriate items according to the VIP’s likes and dislikes. (Ensure you have the contact info for their assistants)
5. Review the business etiquette guides on www.executiveplanet.com for country specific advice. Click here to read more…
   
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Transportation:

1. Provide appropriate transportation; a limousine may not be appropriate. Consider colour of vehicle with international guests.
2. Provide a back-up for the transportation vehicle.
3. Provide detailed maps and driving instructions to all drivers.
4. Learn a secondary route to and from the facility.
5. Instruct the vehicle to be parked near an exit for easy access.
6. Acquire a private jet’s tail number and a flight operation’s phone number
   
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At the Event:

1. Give directions or walk the VIP to appointments.
2. Conduct a last minute “white glove” walk through of the venue or meeting space.
3. Learn the “back of the house” route to take the VIP in case the direct route is blocked or crowded. Inspect for cleanliness and obstructions.
4. Inspect the sleeping room for cleanliness.
5. Provide the host, chair, president, etc. with names and/or brief bios of those sitting at the VIP’s table.
   
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The Finer Details:

1. Get the VIP’s credit card pre-approval, so signature is not required at check-in/checkout and so a liaison can pick up the key packet.
2. Have a bellman assigned to VIP during check-in; pre-tip if necessary.
3. Make special arrangements so the VIP does not have to stand in registration and/or buffet line.
4. If cash is required for meals, admission, etc., make special arrangements.
5. If applicable, determine whether a VIP escort has correct clearance to go where the VIP can go.
6. Special meal/refreshment service may be needed if the receiving line or presentation overlaps a meal.
7. Double check the spelling and accuracy of the VIP’s name, title, company, etc. on all written material.
8. Locate the closest conference-call phone or office available for a private meeting.
   
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Protocol:

1. Provide correct military service or country flags at events.
2. Review seating, introduction and receiving-line protocol, if applicable.
   
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Security:

1. When appropriate, provide security and coordinate the security plan with the VIP or his/her office.
2. Control access to the area by requiring photo ID.
3. Make arrangements to lock off the elevator the VIP is to use so it goes directly to the desired floor.
4. Determine whether there has been any indication of possible disturbance in connection with the VIP.
5. Wired microphone may be more secure than wireless, especially close to an airport.
6. Review the emergency plan; determine the closest medical facility.
   
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Confidentiality:

1. When needed, bring a shredder on site to destroy confidential papers left in meeting rooms.
2. Encrypt confidential information before sending through the Internet.
3. Be cautious with information shared about the VIP; know to whom you are speaking.
   
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Flexibility:

1. Don’t take anything for granted – develop a timeline that includes VIP-specific details, and change it and change again, as needed.
2. BE FLEXIBLE, BE PREPARED.
   
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Thanks to Arlene Sheff, CMP, Senior Meeting and Event Planner. The Boeing Company, California.

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