What do you do if VIP guests and speakers are difficult to manage?

I try to anticipate their needs and preferences and shower them with those elements and attention right up front. Let them know you appreciate their presence and are doing all you can to support a successful appearance. If there's any connected controversy let their people know that's not going to be raised and they are their to add the value they wish to bring. It usually works quite well.

These speakers and VIPs might be leaders in their businesses and fields, but they seek leadership. I have seen many event planners put these people on pedestals, which is wrong; you automatically put yourself beneath them. You need to see them as an equal and lead them. They are looking for someone to lead because this is a new environment. At one event, I addressed 100 CEOs, and in the first 2 minutes, I set the boundary that all mobile phones would be off for the next 3 hours. If I asked nicely, they would walk all over me. If I demand and be cocky, they will eat me alive. I walked on stage as an equal, and it was simply a request to my fellow CEOs. They all complied.

VIP: Individuals that reach the level of status that they are treated as a VIP, regardless of the industry will expect this treatment from all. Understanding and setting boundaries and expectations will help but being a resource can quickly eliminate any difficulties that my arise. Think, I don't know, becomes, let me find out and simply communicate on a human to human level.

Managing difficult VIP guests and speakers requires diplomacy, patience, and teamwork. As a senior producer, I ensure clear communication and expectations are set from the outset. Team players collaborate closely, anticipating needs and providing support. Anecdotes of successful collaborations and shared challenges strengthen team cohesion. Flexibility and quick problem-solving are key, addressing any issues discreetly to uphold professionalism. Ultimately, by fostering a supportive team environment, we navigate challenges together, ensuring a successful event while preserving relationships

Prior to their arrival, establish all their requirements and expectations and have those available. While onsite, have a designated contact assigned to them to handle any last minute changes and/or requests.

Clearly communicate expectations to VIPs and speakers in advance to avoid any misunderstandings. Assign a dedicated liaison to the VIPs and speakers to address their needs and concerns, and to ensure smooth coordination. Anticipate the needs of VIPs and speakers and try to address them proactively to avoid last-minute issues. Remain calm and professional, even in challenging situations. Treat everyone with respect and if issues arise, address them promptly and discreetly to minimize disruptions to the event. If needed, seek support from colleagues or event staff to help manage difficult situations effectively. After the event, follow up to thank everyone for their participation and gather feedback for future improvements.

Make sure that prior to booking the VIP (if possible) lay out what the expectations can be in their contract. list what is available and what is not available or an alternative. There may be things that can't be accommodated due to the venue or location, due to weather or the type of event in general. Ensure that these things are noted up front and not a surprise to the VIP so that expectations are set. Also see if there is something that you can do for them to go above and beyond on some of their requests that you can accommodate. Do a little research on your VIP and see if there were other events that you can get some info from about the possible requests that have come up in the past, it could be helpful to avoid surprises.

Try to never over commit but rather under commit and over deliver. Ensure you have an understanding of any possible expectations which may arise and prepare a contingency should those expectations become extended or unrealistic. Do some prior research into other organisations which may have used these people so you can pre-empt possible actions. Always remain happy.

Try to anticipate as much as possible by providing clear information providing special attention and remaining attentive. Show that we are doing our best while explaining the impossibilities that we may be face with. Maintain an open dialogue.

The only way around it. Is provide them the due attention and agree with them . Very cleverly feed them with possible action plan. Which most of the time they agree

Definitely found it helpful to hear out what they are looking at in terms of requirements and expectations and really give them the tender loving care. Usually it helps much when they notice you are really trying to help them to ensure everything runs smoothly

In most cases the VIP will have someone with them like an assistant or manager. Make sure that you are in constant contact with their assistant and that they clearly know all of the details. I wouldn't necessarily need to tell the VIP the minute by minute timeline as they would have someone to watch out for those things. The VIP only needs to know the specific parts that pertain to their involvement and it can be overwhelming to give someone too much information. If the VIP came alone or without an assistant we would need to make sure someone would be in that place for the event.

Provide a personalized welcome and ensure they feel valued and respected.Offer customized experiences based on their preferences or interests.Assign a point of contact for any assistance they may require throughout the event.

I find it helpful to remember that we all have “on” days and “off” days so the person I’m handling might not be responding the way they normally would do in this situation. Whatever I’m experiencing from this person, it’s likely they are suffering more deeply inside. So I allow myself time to slow down, get curious, ask questions and work to de-escalate. This usually helps me get clear about what the person needs/ wants in the situation. Finally I reflect on the truth that I am an extension of my leader and organization. Regardless of the other person’s demeanor it is essential that I act in accordance with the values I share with my leader and company.

Staying calm is a super power in these situations. It allows you to stay attentive while also anticipating any potential conflicts or roadblocks that may arise.

My suggestions: Be polite always Communicate clearly what is going to happen during the event Care about details Always have a plan B to solve any surprise

No matter how challenging a VIP guest or speaker may be, it's vital to stay calm and professional. Your demeanor sets the tone for how the situation will unfold. Approach every interaction with a level head and a polite attitude, even when faced with demanding or unreasonable behavior.

Sometimes asking for extra help is what you need to get things done and everybody happy. Always keep in mind that good communication, empathy & respect are keys to success. Everybody can benefit help from a third party.

There is a French expression saying "an iron hand in a velvet glove". A nice principle to appy in this case for handling difficult VIPs. Treating all parties equally and respectfully no matter their professionnal status, but also being very clear in expectations and setting boundaries is crucial. Effective communication and keeping your focus at all times on the purpose of the event can help you navigate this kind of difficulty.

Having worked with them before is a plus, if it was a positive previous experience, you can reference that “just like our last event, we always aim to please and are here for whatever you need, let me see what I can do”

Utilize existing relationships and connections within your network to anticipate and address the needs of VIP guests and speakers. Collaborate with event sponsors, partners, or mutual contacts to provide unique opportunities or experiences that enhance the VIPs' participation. Foster open communication channels to promptly address any issues or requests, leveraging relationships to ensure VIPs feel valued and appreciated, ultimately contributing to the success of the event.

I'm a strong believer in being prepared. Make it your job to know everything you can about your VIP in advance. Find someone who can be a back-up -- they can either be a personal ambassador for your VIP or they can help with other details while you ensure that your VIP's needs are meet satisfactorily.

This is one of the most important steps in this type of situation. When the event is over, it is time to get to know the experience and think if we were in the same situation, could we change something? And what kinds of things absolutely need to be considered going forward. And if the budgeted amount must be increased and if a longer preparation time is useful and if they need extra support. And it is important that the entire team knows this because if only one person has this information, perhaps the same problems will appear at the next event.

I write a personal note to any invited speaker thanking them for their effort and time and the quality of their work. If they were suggested to me by someone else, I write another note to that person thanking them for the suggestion. If they are a faculty member, I will sometimes write a note to the chair of their department. The notes are on a notecard so they are at most 6 to 8 sentences. I have poor handwriting but I write the notes out (cursive).

Follow up with a personal note and maybe a small thank you gift from your organization if appropriate. Ask for feedback in a way that makes them realize you valued their contributions.

People interacting on 1 to 1 conversations behave differently. Here's where feedback and empathy occurs. It's a must-do on events

Every event, no matter how great it was, will need some kind of improvement. And the speakers and guests will be able to provide constructive feedback as they will be more detached from the whole organisation side of it. You will learn from them to shape your future events better.

As with all of these questions it's not a one size fits all answer, I would say it's a little of all of these answers. But remember this is your event, you are the event planner, the speakers are only one aspect of it. Be clear and concise about expectations, the plan and what's required, and if necessary firm

In my experience working with household name VIPs down to industry and corporate VIPs, empathy and understanding go a long way. Often, a demanding VIP or speaker isn’t being demanding with ill intent. Understanding their perspective allows the event professional to create solutions, communicate better, and prioritise actions to meet the VIP in the middle. VIPs and speakers often have handlers, agents or assistants who manage all the details for them, which can be confusing for the VIP not having the full picture. Other times, they traveling a lot and attend many events, and it is easy to confuse one event with another. Thinking from their perspective lets event planners solve this problem creatively and empathetically.

As a member of the Media and Public Relations committee at IMI Bhubaneswar, I appreciate the importance of patience and politeness in addressing issues professionally and calmly. In our interactions, we must remember that we never truly know what the other person is expecting or if they require special attention. Effective communication allows us to understand their needs and concerns, fostering positive relationships and strong connections. Ultimately, people remember us not only for our actions but also for our behavior and the level of assistance we provide. Embracing patience and humility not only enhances our personal impact but also contributes to building a supportive and collaborative environment within our professional circles.

If your expectations are clear from the beginning, consider not having a VIP area or "green room" for speakers. By eliminating a VIP area, you're sending a clear message that the focus is on the content and interaction, not special treatment. This can actually benefit the VIP by allowing them to connect more directly with the audience. Doing this can significantly reduce the amount of difficult VIPs or speakers you have to manage. If you still want someone to have a VIP status, think about adding it to a badge or giving someone a pin to wear, etc. The main goal should be to provide an inclusive environment where everyone feels valued.

See this as a blessing and not a curse. Ask not how this issue is in your way. Instead, how is it on your way? Looking back, you will see that you ran a tighter, better-organised event because they were difficult. So, show gratitude for the situation.