Early arrivals to your event?
- Wave Staffing Editor
- Feb 4
- 2 min read
When guests arrive early: The etiquette of a graceful welcome
In the world of high-end events, timing is everything — but even the best-planned schedules can be tested by early arrivals. Whether it’s an eager VIP, a guest escaping traffic, or a client’s family member dropping by ahead of schedule, the way your staff handles early guests sets the tone for the entire event.
Here’s how Wave staffing would approach these moments with impeccable etiquette and composure.
1. Greet early arrivals warmly — never with surprise
An early guest should never feel like an inconvenience. The first impression is crucial, so a smart, calm welcome goes a long way. A member of the team — ideally the front-of-house, event manager, or Team leader — should approach with a polite smile, make eye contact, and say something along the lines of:
“Welcome! We’re just making the final touches before everything begins. May I take your coat and offer you somewhere comfortable to wait?”
This creates an instant sense of hospitality while buying time for the setup to continue smoothly.
2. Create a holding area or welcome space
Even if the main space isn’t ready, staff should always have an elegant “buffer zone” prepared — a lounge corner, reception area, or bar section that can be opened slightly early.
This space should be tidy, softly lit, and staffed by someone attentive, even if service isn’t fully underway. Offering a drink (if permitted by the host) — still or sparkling water, juice, or coffee — can make early guests feel thought of and well cared for.
3. Keep the setup discreet
While the event team continues to prepare, visual and auditory distractions should be minimized. Avoid loud instructions, clattering glassware, or rushed movements in view of guests. Calm, professional energy helps guests relax and assures them they’re in capable hands.
For private or luxury events, the impression of seamless readiness matters as much as the event itself. Guests should feel as though the entire evening was ready just for them — even if the finishing touches are still underway moments earlier.
4. Communicate with the host or event manager
As soon as early guests arrive, inform the client or event manager discreetly. They may wish to greet the guest personally or adjust the event flow.
Clear communication ensures that every team member aligns their actions around the guest experience rather than improvising individually.
5. Transition smoothly into the event
Once the event officially begins, the transition for early guests should feel seamless — moving from waiting to participation without any awkwardness.
This can be done by reintroducing them politely to new arrivals (“I believe you’ve already met Mrs. Roberts”) or inviting them to join the group as additional guests arrive.
The Takeaway
Great event etiquette is about making every guest feel expected, even when they are not. When staff respond to early arrivals with composure, discretion, and warmth, they transform a potential challenge into a moment of effortless professionalism — a hallmark of excellent service that leaves a lasting impression.
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