Event type
VIP reception
At a VIP reception, good staff are recognisable by not being noticed.
Headcount rule of thumb
One welcome hostess per 10-15 VIP guests; for service, one waiter per 10 guests.
In short
A VIP reception needs few people but expects a lot: languages, knowledge of protocol and discretion matter more than heads per square metre. As a rule of thumb, one welcome hostess per ten to fifteen VIP guests, and for service one waiter per ten guests, because the expected standard is higher than at an ordinary reception. Language needs have to be known precisely in advance: it isn't enough that someone speaks English, they have to hold their own in a protocol situation. Drivers and discreet security are often part of the picture too.
Who you need, and why
- Protocol hostess
- Welcome, escorting, seating. Languages and presence at once.
- Waiting staff
- A higher standard of service. One per ten guests.
- Driver
- Airport transfer, movement between venues, punctuality.
- Security staff
- Discreet presence, when the guest list calls for it.
What to decide, and when
3-4 weeks ahead
Guest profile, languages, protocol level, transfer needs.
1 week ahead
Guest list, forms of address, seating plan, topics to avoid.
2 days ahead
Briefing: how each guest is addressed, who receives whom.
On site, 2 hours early
Walk-through, routes, transfers confirmed.
What usually goes wrong
- Only the language is specified, not protocol knowledge, and forms of address are worked out in front of the guest.
- No guest list in advance, so the welcome is improvised.
- Transfer timings aren't aligned with the programme.
- Too much staff, and the reception looks like a stage set rather than a reception.
The staff we usually supply for this
Where are you organising it?
Information tailored to the city, with local venues.
VIP reception
Give us the date and the guest count and you'll have a concrete headcount and price within one working day.
- A real quote within 24 hours
- Replacement guarantee for drop-outs
- No minimum order
- A dedicated coordinator on every booking
Frequently asked questions
What's the difference between a hostess and a protocol hostess?
A protocol hostess knows how each guest is addressed, in what order people are received and seated, and how to stay discreet. It can be briefed but not improvised, so the guest profile has to be discussed in advance.
What level of language is needed?
Whatever the guest list requires, and not at a basic level. English as standard, but if the delegation speaks German, French or another language, tell us in advance, because it's a selection criterion rather than a surcharge.
Do you provide drivers and security too?
Drivers, yes. Security as well, but it's a licensed activity, so we handle it separately and agree the terms in advance.