Event Planning Guidelines

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Topics: Abstraction
PLANNING YOUR EVENT

Looking after VIPs on arrival

First impressions really do count and if you have invited someone to speak at your event and there is no-one there to welcome them when they arrive, it will not reflect well on the organiser or commissioner of the event. Make sure that you have agreed who is going to be responsible for meeting the VIPs on arrival, and that this person is fully briefed; they know where they are going, what refreshments are on offer and what the VIP’s schedule is in case they have any queries. They should also have some spare copies of the VIP’s briefing pack to hand.

Introducing VIPs

If you have a VIP guest speaker or host for your event, it is common for either the host or Head of your department or institution to welcome the audience and give a short introduction on the event and the VIP before handing over to them. Once you have agreed who would be the most appropriate person to do this, make sure they are aware of what they should say, how long they should speak for and where they should sit once they leave the stage. You may need to write their introductory notes for them. Your VIP will also need to know who is going to introduce them and what their cue is to take the stage.

Thanks and closing remarks

Similarly, on some occasions it is customary for the individual who introduced a VIP speaker or host to make brief closing remarks at the end of a speech or presentation.
Again you will need to let them know what to say and it is probably a good idea to make some notes. Closing remarks tend to focus on thanking the VIPs, summarising the key messages of the event (where appropriate), thanking others involved in planning and delivering the event (including the audience) and informing guests if there is another element to the event, such as refreshments served in the foyer or dinner served in the main hall. Bear in mind closing remarks should be very brief and
should

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