Event Hostesses & Operations – Practitioners Talk

First participant contact at your event? It's reception. See how professional service impacts event success.

Event Hostesses & Operations – Practitioners Talk

Organizing dozens of events – from intimate conferences to large congresses – I always emphasize that two things matter most: smooth participant entry and seamless service at contact points. This is where the first impression is formed, one that stays with guests throughout the entire event.

That's precisely why we've been collaborating for years with Elżbieta Tumiłowicz-Spychała, owner of EMBASSY hostess agency. Together, we'll share today how good collaboration with hostesses works, what the key preparation elements are, and what often remains invisible from the participant's perspective.

How do you choose hostesses that will fit the event?

There's no single "perfect hostess team." We select different people for an elegant gala, an international conference, or a promotional campaign in a shopping mall. Language skills matter, system operation abilities, stress resistance, and alignment with the event's culture.

I always ask the organizer: who will be the participant, what's the event's energy, are there procedures requiring prior training? This is crucial for on-site work quality.

Do hostesses need training?

Absolutely. Even the most experienced person won't perform well if they don't know how the reception system works, where different zones are located, or how to solve basic participant issues. That's why we always organize brief training before the event we're supporting.

On our end, we also ensure preparation regarding soft skills – how to conduct conversations, how to react to frustrated participants, how to collaborate effectively as a team. We achieve the best results when the organizer provides complete information, and we deliver competence and flexibility.

What does good collaboration between hostesses and the event team look like?

The foundation is a clear division of roles. Technical reception handles equipment operation and access control, hostesses can take over support stations, information points, coat checks, or assist us where quick response and professional presentation matter. We establish this in advance, and on event day, one contact person is designated on both sides. This significantly reduces the risk of chaos.

What do organizers sometimes undervalue that has enormous impact on hostess work?

Most commonly:

  1. Lack of access to detailed event agenda.
  2. Imprecise task descriptions – general "assistance with service" is insufficient.
  3. Lack of social facilities – rest areas, snacks, beverages.
  4. Inadequate communication in emergency situations.

Hostesses work at intensive pace, often many hours without breaks, so appropriate conditions and clear information directly translate to their effectiveness.

How do you prepare hostesses for collaboration with the technical team?

It's important not only to define the scope of responsibilities but also to transfer knowledge about the entire event – priorities, critical areas, potential problems. We provide hostesses with technical team contact and vice versa. This way, when difficult situations arise, the response is quick and coordinated.

Summary – Recipe for Successful Collaboration

Collaboration with a hostess agency is based on trust, good communication, and precise arrangements. Hostesses are an integral part of event service, not just a branding element.

And their work quality depends on preparation quality. Access to information, clearly defined tasks, and good working conditions allow hostesses to fully utilize their potential and genuinely elevate participant service quality.

This article was created in collaboration between CONREGO and EMBASSY Hostess Agency.