Guest Relations

The following guidelines should be used when hosting a large event with many outside guests. Keep in mind that numbers may vary based on the size of the event.

  • At least two (2) staff members should be on duty one hour before the event
  • At least two (2) staff members should be on duty until the last guest has left.
  • One (1) person (generally the event coordinator) should be available to handle unanticipated problems (e.g. cancellations, no shows, weather or traffic related issues). This person should provide his/her cell phone number for immediate contact in case of emergency.
  • Two to four (2-4) people should be assigned to greet and guide guests to the appropriate location. These can include student ambassadors, department volunteers, etc. Each usher should be assigned to a specific location ahead of time. Ushers should be carefully positioned along the path from the parking lot to the specific room so that no guests get lost.
  • Two (2) people should be assigned to a registration/check-in table. Larger events may need more than two. The goal is to avoid bottlenecking at the registration table. Nobody wants to wait in a miserably long line to check in.
  • If there is a coat check, it should be staffed as well. Make sure guests know how to get their coats back at the end of the night.
  • If there is a seating chart, four (4) staff members should be assigned to escort guests to appropriate tables.
  • One (1) person should be assigned to coordinate special photo opportunities. Before the event, make a list of specific photographs that need to be taken and give them to the photo coordinator. Be sure to focus on the university board members, chancellor, president, executive officers and special guests. Have your photo coordinator work with the university photographer to assist in bringing individuals together for photographs.
  • Especially consider out-of-town guests of honor. Pre-arrange airport transportation, hotel accommodations, and transportation to and from the event. Have a guest gift basket waiting for them in their hotel room.
  • A professional staff member from University Relations, Communication and Marketing will serve as the contact for media.

One staff member should be designated to coordinate students/volunteers. Prior to the event, the volunteer coordinator should have a briefing or a “walk through” to review the order of the program, all assignments, etiquette, and any other important details. This will ensure that everyone knows exactly where to be and what to do the day of the event.

Proper attire is required for all persons assisting with an event. Generally, this is business attire, but business casual is acceptable for more informal events. Staff members also need to wear matching name tags, green jackets, UNT shirts or another form of designation. This is helpful for coordinators and guests who may need to quickly identify staff for assistance.