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Guide · Events

How to plan the guest arrival at an event.

Guests decide in the first few minutes whether an event feels well run. Here is how to plan the welcome, step by step, from the joining email to the farewell at the door.

6 min read7 steps7 checks
Two event hosts in matching cream uniforms at a venue entrance
Every question answered in the joining email is one fewer question at the door.The one thing to remember

Start here

From the joining email to the farewell.

The welcome in the order guests meet it. Follow the line; tap any point to read it.

Four event hosts in black at the Asian Business Awards at Edgbaston
01Step 1 of 7
Steve Madden VIP welcome host with a named sign meeting guests

The welcome starts before the day

The joining email does half the work.

  • Address
  • Nearest station
  • Parking
  • Entrance
  • Doors open
  • Dress code
  • What to bring
Key pointEvery question answered in the joining email is one fewer question at the door.
02Step 2 of 7
Trip Concierge arrivals host holding a named sign at London Heathrow

Meeting guests on the way in

For guests coming from further away, a host at the station, airport or hotel lobby holding a named sign takes the worry out of the journey and gets groups to the venue together.

  • Station
  • Airport
  • Hotel lobby
  • Car park
  • Drop-off point
03Step 3 of 7
Specsavers x HUGO concierge greeter at the store entrance in centre:mk

The front door

The first person guests meet shapes how they feel about the event.

  • The event
  • The host organisation
  • The running order
04Step 4 of 7
Two registration hosts at a welcome desk at a housing technology conference

Check-in without a queue

The check-in desk is where most delays happen.

  • Split guest list
  • Badges printed in advance
  • VIP and speaker point
  • Problem point
05Step 5 of 7
Specsavers x HUGO concierge staff at the entrance to centre:mk Milton Keynes

Getting around the venue

Signs tell guests where to go; people reassure them they're going the right way.

  • Toilets
  • Cloakroom
  • Quiet room
  • Lunch
  • Next session
06Step 6 of 7
Steve Madden VIP welcome team with arriving guests and their suitcases

When the plan slips

Every event has a moment that doesn't go to plan: a guest not on the list, a speaker stuck in traffic, a queue that builds faster than expected, rain at the front door.

  • Unexpected guest
  • Late speaker
  • Growing queue
  • Rain at the door
07Step 7 of 7
Model Flying Magazines event hosts on the stand at Weston Park

The farewell

The end of the event is the last impression.

  • Cloakroom
  • Exits
  • Taxi points
  • Thank you at the door

Checklist

Welcome checklist.

Ready for doors.

Two event hosts in black at the Celtic football awards in Glasgow

The welcome

Who stands where.

Each step of the arrival, who looks after it and what to plan for.

StepWhoPlan for
Before the dayOrganiserJoining details, accessibility contact
On the way inMeet and greet hostsNamed signs, arrival list, late arrivals
Front doorGreetersEvery open entrance staffed or signed
Check-inRegistration hostsSplit lists, VIP and problem point
Around the venueWayfinding hostsJunctions, step-free routes, the wait
DepartureCloakroom and door teamCloakroom rush, taxis, thank you

Common questions

The welcome, answered.

How many greeters do we need at the entrance?

At least one at every open entrance during the arrival window, plus enough at check-in to keep the queue short at the peak. A spare person near the desk handles problems without holding up the line.

When should welcome staff arrive?

Before the first guests, with time for a briefing, a walk round the venue and a test of any check-in system. Agree the exact time with your staffing provider when you book.

What should the joining email include?

The address, entrance, nearest station and parking, the time doors open, the dress code, what to bring, a contact number for the day and who to tell about access needs.

Can welcome staff work from our guest list system?

Yes. Share the list in the format they'll use on the day and give them time to practise on the system before doors open.

What is the difference between meet and greet staff and event hosts?

Meet and greet staff focus on arrivals: meeting guests, checking them in and getting them to the right place. Event hosts look after guests throughout the event as well.

Specsavers concierge host welcoming visitors outside a store

Further reading

Conference roles: who does what, and when

Every staffed role at a conference, and how to plan the numbers as a timeline.

Read the guide →

Planning an event welcome?

People who make the welcome work.

EXECUTIONAL supplies greeters, check-in hosts and meet and greet staff for corporate events, conferences, launches and shows across the UK, each briefed on the venue, the running order and your guests.

Ask for a quote →