While celebrities, politicians, and C.E.O.s are used to getting special access, seating, and favors inside an event or conference, things can get a little hectic during arrivals. But there are certain steps event producers can take to ensure a smooth—and safe—process for event V.I.P.s, starting at airport pick-up and leading to the moment they enter an event.
1. Coordinate the plan with the V.I.P.’s team.
No two V.I.P.s are created equal, and there’s a big difference between what a C.E.O. needs versus what a politician or high-profile entertainer needs.
“The more high-profile the V.I.P. is, the less flexibility we have,” explains Cynthia Cortis, a director of event services at the Chicago-based association management company SmithBucklin. “Their handlers will give us very, very specific instructions on how they will be met, what they want in their room, how they get to the venue. The way they get into the convention center or the hotel has been walked a thousand times.”