VIP & Delegations
our VIP & Delegations service ensures a gold-standard experience for all involved. We handle the delicate task of engaging VIP attendees – from government officials and industry dignitaries to your own top clients – so that you can build meaningful relationships in an exclusive setting. We also assist event organisers in attracting and managing official delegations to elevate the profile of their events.
- Hosted buyers
- Official delegations
- Protocol & concierge
What we offer
Make every minute with high-value guests count. Our multilingual, protocol-trained team choreographs VIP programmes across MENA, Europe, the USA and Asia—from invitation to wheels-up. We secure ministerial schedules, host official delegations, design on-site lounges, and script minute-by-minute tours that land you in the right rooms with the right decision-makers. Discretion comes standard; measurable outcomes do, too—targeted meetings, MoUs, and deal flow accelerated.
Invitation management
We start by helping you identify and reach out to VIPs who would benefit your event presence. For exhibitors, this might be inviting target customers or important stakeholders to visit your booth or attend a private event. For organisers, it could be formal invitations to ministerial delegations, military officials, or C-level executives to attend the exhibition. We craft personalised invitation letters (often in multiple languages), manage the RSVP process, and handle any necessary formalities or visa support. Our team’s experience working with embassies and government bodies means we understand protocol and can secure direct access to government representatives in many cases.
Travel & logistics
Once VIPs confirm, we take care of their journey. This can include booking flights (first class or private charter, as needed), arranging deluxe accommodation, and coordinating ground transportation with meet-and-greet services at the airport. We ensure that from the moment they depart to the moment they return, VIP guests are looked after. Special requests (security detail, dietary needs, translators) are all handled discreetly. The idea is to remove any friction – a seamless travel experience so the VIP arrives ready and pleased to participate.
On-site VIP services
At the event, we roll out the red carpet. Our team can set up and staff a dedicated VIP lounge where high-profile guests can relax, hold meetings, or enjoy refreshments away from the crowds. We prepare VIP welcome packs (badges, personalized schedules, gifts) so they have everything they need. If you’re an exhibitor expecting VIP visitors, we coordinate their scheduled visits to your stand, ensuring your key executives are present and briefed. We can also organise exclusive demonstrations or presentations tailored to the VIP’s interests. For delegations, we plan their tour route through the event, making sure they see priority exhibits (likely including your booth if relevant!). Protocol officers on our team will accompany to facilitate introductions and ensure proper etiquette is observed.
Memorable touches
To truly impress VIPs, details matter. We provide customised collaterals and gifts – for example, a brochure in the VIP’s native language or a thoughtful memento reflecting their culture. During the event, we might arrange private dinners or networking receptions so that our client (you) can interact with these VIPs in a relaxed, high-end environment. These moments often leave a lasting positive impression that strengthens relationships.
Results
By handling VIP and delegation engagement end-to-end, we help our clients forge connections that can lead to major deals, partnerships, or policy support. In the defence sector, for instance, we’ve hosted over 580+ VIP military and government delegations at exhibitions, facilitating introductions that led to significant contracts. For tech and corporate events, ensuring that a top prospect CEO visits your booth (and enjoys the experience) can be the difference in closing a multi-million deal post-event. Orchestra Media’s VIP services give you that edge – creating an environment where high-level interaction thrives without you worrying about the logistics or etiquette.