Confirm the invitation arrangements
Ask the organiser whether an accompanying professional requires a separate accreditation, invitation or venue approval. Explain the expected role without assuming a place at the guest table. The host should confirm any waiting or access arrangement so the service fits the event’s registration and hospitality procedures. If the organiser cannot accommodate the requested arrangement, discuss an accepted alternative before the guest arrives rather than expecting personnel to negotiate access at reception.
Communicate dress expectations
Provide the event’s stated dress code and any practical requirements relevant to the assignment. Professional appearance should suit the occasion while remaining compatible with agreed duties. An image on a website is illustrative; the actual personnel arrangement and presentation should be confirmed through the booking process. The guest’s representative can describe the desired level of visibility, while the provider confirms the professional presentation appropriate to the duties it has accepted.
Include arrival activities
Photographs, sponsor greetings and a pre-dinner reception may begin well before the seated programme. Include those stages in the requested hours. If the guest prefers limited public engagement, communicate that preference to the event organiser and communications contact rather than leaving the protection professional to invent a policy. If a sponsor or host requests an unscheduled appearance, route it through the guest’s authorised representative before changing the agreed service or departure plan.
Agree the evening endpoint
State the planned hotel or other Zurich destination after the event and identify who can approve a later finish. Protection and limousine availability should be confirmed separately. An open-ended social invitation does not create an unlimited assignment, so document any additional hours through the authorised booking contact. A departure with other guests may alter passenger numbers, so the chauffeur coordinator should confirm vehicle suitability rather than assume the original reservation still fits.