The first impression conveyed by the reception staff at a professional event represents the company’s brand image . Many have understood this well, considering that a receptionist is a true “showcase” for the company. This is part of a commercial and communication strategy , in particular to generate interest and build customer loyalty.
Indeed, this is a key position because they are the first contacts with visitors and therefore the hostesses and hosts are positioned in strategic places : reception, entrance, hall, cloakroom, checkout, stand, Pop-Up stores (temporary stores)…
And the role of hostesses and hostesses isn’t just about showing up—quite the opposite! Reception jobs require certain essential skills and abilities.
Why use a hostess for your events? What is their role and responsibilities? And finally, what are the essential qualities for this position?
Why a hostess for your events?
Using professional hostesses and hosts optimizes the success of your event .
Using a specialist service provider will be a good idea to free up your time and focus on your core business . Organizing your professional event is a very time-consuming task, so if you can free yourself from the constraints of recruitment, that will be a weight off your shoulders!
Plus, you’ll be guaranteed quality staff ! This will help you project the image of a professional company that cares about its customers and prospects.
Another advantage, and not the least, of outsourcing your reception services is being able to fully enjoy your event and your guests, which is not necessarily the case if you have in-house staff that you have to supervise: significant peace of mind !
There are many occasions to call upon hosts: fairs, exhibitions, inaugurations, launch of a new product or service, open days, competitions, birthdays, awards ceremonies, etc.
Why a hostess for your events?
The receptionist must be versatile , their missions are diverse and varied and even expanded since the health crisis:
- Welcoming your customers or guests
- Information / information
- Orientation
- Locker room management
- Invitation control, badge distribution
- Listing score, room placement
- Distribution of goodie bags or brochures
- Driver and valet services
- Table service
and since the health crisis, the receptionist has been given additional tasks:
- CovidCheck
- Maintaining physical distancing
- Hand disinfection
- Distribution of masks
- Health measures information
The qualities of a hostess
✔️ An impeccable presentation : he/she represents the brand image of the company, as such an impeccable presentation is required (discreet makeup, hair tied back, specific dress code, etc.)
✔️ Courtesy and diplomacy : even if the visitor is difficult, you will have to show patience and respect. Once again, it is the image of the company that is at stake. In this profession, it is important to enjoy human contact and to have good interpersonal skills .
✔️ Good elocution : Being a good listener and knowing how to express yourself perfectly is essential in this profession to make yourself understood and meet the needs of the day’s visitors… and speaking several languages is essential in Luxembourg.
✔️ Responsive and dynamic : anticipate the needs and requests of the interlocutors, you have to be proactive!
✔️ Discretion and reliability : in this profession, you must know how to juggle discretion (behavior and physical appearance) and availability. Maintain composure in all circumstances!
Choosing the service provider: a crucial choice!
We’ve seen previously that outsourcing your reception can be a wise choice. Indeed, your service provider’s role will be to support and advise you at every stage of your project planning. Simply ask them about their process…
Below is a short checklist of “good practices”:
- A single point of contact who will adapt and meet your needs
- Personalized support with a tailor-made offer for each of your events
- Targeted recruitment focusing more on quality than quantity
- Appropriate training for existing teams (knowledge of the company and its products/services and the objective of the event)
- On-the-ground support to anticipate unforeseen events and hazards and to listen to customer needs
- Monitoring of your project from your request to the debriefing.
Before each mission or public event, a briefing must be carried out with the teams:
- Reminder of everyone’s role
- Dress code : outfits and equipment bearing the image of your company or event for better identification
- Identifying the premises and the environment to familiarize yourself with the direction of traffic.
