So You Have a VIP Visiting? Turn a Good Meeting Into a Memorable One

Someone important is coming to your office. Maybe it’s an elected official. Maybe it’s a funder. Maybe it’s an industry leader whose opinion carries weight.

You’ve done the basics: The calendar invite is accepted. The agenda is set. Everyone knows to show up on time.

But here’s an instance where the details really, really matter. And when handled well, small, thoughtful touches can elevate a routine visit into an impactful experience and one that people remember long after they leave your building. 

1.  Ensure Your Planners Know the Plan

It starts with making sure the purpose of the meeting is clear to the planners and that there are nonnegotiable goals established internally. Why are they coming? What does success look like when they leave? Be very clear and align all decisions about the visit to the desired outcomes.

2. Communicate With the Whole Organization

Unless the visit is confidential, don’t keep it siloed to leadership or those attending the scheduled meeting. A quick internal note helps set expectations and align everyone around the moment.

Your message should include:

• Who is visiting and when

• The purpose of the visit

• A reminder to tidy up shared and personal spaces

• A gentle nudge to dress a bit more polished, if appropriate

• If you want the VIP to walk around, an ask for staff to be at their desks or in key areas at a designated time.

Sometimes people just need a reminder that today is not an average Tuesday.

3. Choreograph the Entire Visit

The visit doesn’t start when the meeting begins; it starts when your guest arrives.

Our philosophy at Clarity Channels Communications, the home of The EO Report, is simple: leave nothing to chance. Make sure every moment is maximized for impact. Decide:

• Who greets the guest at the door?

• Who do you want them to meet as they walk through to your meeting space?

• What path through the building best tells your organization’s story?

Plan the flow intentionally. And then do the same thing in reverse for their walk out of the building.

But remember: it’s a balance. You still want to feel authentic, so don’t overly script.

4. Walk Your Space With a Critical Eye

Pretend you’re seeing your office for the first time.

Erase confidential whiteboard notes. Recycle that piece of paper that no one has claimed off the coffee table for six months. Straighten the bookshelf. Get rid of the dead fern.

You want your space to look clean and polished. You also want to look at the entryway to the building and all corridors the guest will walk. Is the bathroom ready with paper stocked and counters clean?

5. Prep Swag

Swag isn’t always appropriate, but when it is, it can be a nice touch and something your guest can take with them as a reminder of their visit (and as a way to champion your brand).

A few caveats:

• Know the rules. Gifts to elected officials are often regulated.

• Be mindful with funders. Overly nice swag can unintentionally signal, “We don’t really need support.”

6. Take Care of Parking

Few things set the wrong tone faster than a guest arriving stressed because they couldn’t figure out where to park. Tell them exactly where to go in advance. Include a map if an address in Google Maps won’t get them directly there.

If parking is complicated, reserve a spot close by. If there’s a paid component, handle it in advance.

Your guest shouldn’t have to solve logistics before they even walk in the door. We can’t stress this enough. Trust us when we say nothing leaves a bad taste in someone’s mouth faster than a rough parking situation.

7. Offer a Beverage (At Minimum)

You don’t need to cater a meal, but you do need to be hospitable.

Water, coffee, or tea should be available. If the meeting falls over a meal hour, make sure your guest is fed. If you are serving food be sure to communicate with the visitor about food allergies and needs, like gluten-free or vegetarian. If the visitor is a senior leader, they may have an executive assistant to check in with.

8. Document the Moment

If the visit isn’t confidential and your guest agrees, have someone ready to snap a photo.

A quick post sharing the visit can:

• Extend the impact beyond the room

• Increase engagement on your social channels

• Signal credibility and connection to your broader audience

Plan this in advance with your team (see “choreograph the entire experience”).

9. Follow Up Quickly and Thoughtfully

The meeting isn’t over when your guest leaves. The meeting leader should send a thank-you note promptly. Handwritten is always best (and yes, we’ve talked about this before).

But even a timely email stands out in an era that has largely forgotten the art of a good thank-you.

Gratitude, when done well, is a leadership practice.

A VIP visit is an opportunity to share information, build your brand, and demonstrate care and competence. Nail the details and create a moment that sticks.