Want to make a lasting impression on your VIPs?
A bit of extra planning, personalization, and creativity can go a long way in making their experience memorable, and it's worth it.
71% of consumers expect personalized interactions, and 76% feel frustrated when they don’t get them. For your VIPs, those expectations are likely even higher.
Whether they’re executives, key clients, or influential partners, your VIPs play a large role in your event's success.
Here are seven strategies to make your VIPs feel extra special at your next conference or incentive trip.
1. Establish a personal connection.
Building a genuine connection with your VIPs sets the stage for a positive experience. Take time before your event to understand their preferences, concerns, and expectations so you can cater to their individual needs.
- Keep VIPs in the loop: Share their travel details ahead of time (flight info, airport transfers, estimated drive times, and even a quick weather update). It’s a simple step that helps them feel prepared and cared for.
- Add a personal touch: Hire a greeter to meet your VIPs at baggage claim and accompany them to the hotel. This extra gesture can make their arrival feel easy.
- Create a warm welcome: When your VIPs arrive at the hotel, have someone from your team ready in the lobby with a welcome drink in hand, prepared to greet them, and take their bags.
2. Anticipate travel fatigue.
Travel can be exhausting, especially for VIPs with packed schedules. Taking the time to anticipate their needs after a long trip can go a long way in improving their mood when they arrive.
- Provide thoughtful in-room amenities: Include fresh fruit, light snacks, or refreshing drinks in the room to help them recharge.
- Allow time for rest: Understand that your VIPs may need time to unwind before diving into conference activities. Schedule dinner reservations or low-key social opportunities a few hours after their arrival to give them space to settle in.
- Add a personal note: A handwritten welcome message acknowledging their journey can go a long way in making your VIPs feel appreciated.
3. Go beyond the basics.
VIPs should feel valued, not like they're part of a one-size-fits-all experience. Thoughtful, personal touches can make all the difference.
- Create a special check-in experience: Instead of the standard front desk line, arrange for a private check-in lounge or pre-check-in their rooms so that their keys are ready when they arrive. Offer their favorite drink or arrange a unique experience, like a live mariachi performance (true story).
- Curate personalized amenities: Go beyond standard welcome bags by including their favorite snacks, preferred beverages, and thoughtful extras like travel rehydration packets, a resort-ready tote bag, or a reusable water bottle. Knowing whether they prefer sweet or savory snacks makes a big difference (ask this in your pre-event survey).
- Add local flavor: Incorporate elements unique to the event destination to enhance the experience (offer local treats, souvenirs, or a cultural welcome performance).
4. Ask yourself: How would Beyoncé be treated?
VIPs should never be left waiting in lines or scrambling for assistance. Instead, their experience should feel seamless and stress-free.
- Assign dedicated staff for VIPs: Having a point person to address questions, provide guidance, and offer assistance ensures your VIPs feel well cared for throughout the event.
- Be proactive with problem-solving: Anticipate potential issues before they are noticed. For example, if a VIP’s flight is delayed, ensure their transportation is adjusted and their room is prepared accordingly.
5. Keep communication open.
VIPs should feel informed but not overwhelmed with details. Strike the right balance so they have what they need without feeling micromanaged.
- Provide a clear point of contact: Assign a communicative staff member to answer questions and handle requests. This ensures VIPs always know who to turn to.
- Share a personalized itinerary: While they may already have a general event schedule, add tailored notes like “VIP reception at 6 p.m.” or “Reserved seating for keynote at 9 a.m.” to help them feel prioritized.
6. Offer exclusive experiences.
Create moments that feel exclusive to help your VIPs feel valued.
- Private networking opportunities: Host an intimate dinner or cocktail hour where VIPs can connect with leadership, keynote speakers, or industry peers.
- Curated excursions: Plan unique outings tailored to their interests, such as a golf outing, wine tasting, or guided cultural experience.
7. Show gratitude.
A simple “thank you” can go a long way. Write your VIP attendees a handwritten note and give them a personalized gift after the event to thank them for their time and participation.
Here are some gift ideas for your VIPs:
- Customized leather notebooks or portfolios
- High-end wine or spirits with a personalized label
- Luxury candles or diffusers
- Curated books that align with their interests
- Noise-canceling earbuds for their next trip
Looking for more inspiration? Here are 10 unique gift ideas for your next corporate event.
Conclusion.
Making your VIPs feel extra special is all about thoughtful planning and personalization.
By anticipating their needs and going the extra mile, you create an experience that feels seamless and rewarding. After all, when your VIPs feel valued, they’re more likely to remember your conference for all the right reasons.
Ready to plan your next event?
Our GoGather team brings experience, creativity, and organization to the table.
We know your event reflects your business and reputation, and we're here to make sure everything runs smoothly. Schedule a 30-minute call with our team to talk about your upcoming event.
- Looking to give out gifts at your next event? Learn more about GoGather and GoPromo Pro's gifting options here.
