Tips to Hosting a VIP Reception That Guests Will Be Excited to Attend
We’ve attended many VIP receptions through the years and some are exciting and full of vibrant connections, laughter and standing room only; while others are…well…boring. So, how do you ensure your VIP reception doesn’t fall flat and defeat your intentions of offering a memorable experience for the people most important to your organization?
Below we’ve outlined some tips from lessons learned from the best receptions we’ve attended in the past 20+ years.
Make the event invite-only
The best part of attending a VIP event is knowing you’re part of the “inner circle.” It’s important for your guests to know this is an exclusive opportunity and attendees will be allowed entrance by invitation-only. If you have one or two high profile guests that will be attending, share their names (with their permission, of course) to further emphasize the exclusivity of the guest list. Make sure the invite is exciting and an event guests won’t want to miss out on. FOMO (fear of missing out) is a real motivation and it starts with an enticing invitation to your VIP guests. Break through the clutter by making your invite stand out - either creatively or through personalization.
Ensure limited space
Not only does an invite-only event create a sense of exclusivity, but limited space creates a sense or urgency to confirm attendance. Letting invitees know that a limited number of seats/spaces are available will add to the exclusive nature of the event and, as a result, encourage guests to confirm their commitment to attend. From there, you can build up the excitement by letting guests know when the event is sold out/full. People want to be a part of something popular and exciting and a sold-out/full event sends that message.
Offer VIP parking
If you’re not hosting valet, you will want to ensure your VIP guests have access to convenient parking. This could mean roping off a section of the parking lot that’s closest to the entrance, offering golf cart rides from the parking lot to the entrance, offering pre-paid parking spots, or even offering a car service to pick-up VIP guests. The last thing you want to experience is an empty room because guests are looking for parking for the first 30 minutes of your VIP welcome.
Preview something interesting
If you have the opportunity to preview or reveal something interesting related to your work, it’s encouraged. Offer guests a VIP tour of your new space, share the premier of a mission video (2 - 3 minutes max!), unveil plans (via poster boards or digital presentation) for a new program, etc.
Giving VIPs first access to something new and exciting connected to your organization’s work will create enthusiasm and buy-in from your VIPs.
Offer upgraded food & drinks
VIP events should always offer an elevated drink and food menu. If only for 1-hour, guests should have access to custom cocktails, drink features, and a curated appetizer or hors d’oeuvres menu. This is not only expected by guests, but it’s a great opportunity for the chef to talk about the menu - which adds to the ambiance and experience. If you can tie the menu into your mission - even better (think nonprofits that specialize in missions related to food, nutrition, health, work skills, etc.).
Provide a welcome gift, swag bag, or raffle item
We do not encourage nonprofits to purchase swag bags or fancy favors for your VIP guests. However, asking a sponsor or in-kind sponsor to provide an item, or asking several partners to provide gifts, is a great addition to your event. These items shouldn’t be free swag from sponsors wanting to promote their brand, but rather something of value that your guests will enjoy. Alternatively, you could solicit or create a great raffle basket (or exciting experience-based prize) exclusive for the VIP event.
Another option to consider is offering a favor related to your mission. For example, if you serve children and they can create a piece of art, that could make a great VIP thank you gift. Get creative! The possibilities are endless and people are much more likely to keep and love that home-made item related to your mission over chocolates or an engraved glass.
Create a lounge area to recharge
Lastly, create a space for your VIPs to relax and recharge. Many of your VIPs will have likely attended endless nonprofit events and schmoozed their hearts out for weeks. Giving them a comfortable, quite and relaxing space to retreat for a few moments will be a welcomed reprieve to your guests. Arranging for some soft seating, privacy, low lights and soft music will be a welcome escape for those needing a few minutes to regroup, as well as a great opportunity to have a one-on-one conversation as attendees find meaningful connections.
Have you hosted a successful VIP event? What have been your greatest lessons learned? What do you wish you knew before hosting the event? We’d love to hear from you! Connect with us on LinkedIn or Instagram and share your feedback.
The Mission Moments Event Planning team not only offers event planning services, but we also offer consultations with nonprofit teams to talk through ideas, suggestions and opportunities related to any element of your event. If you want to run through your event plan and get helpful feedback, schedule a free, no-obligation discovery meeting today.