How to Plan Exceptional Guest Experiences for VIP Events

The most memorable moments at VIP events are rarely the ones guests see. Behind the scenes, teams work quietly to shape experiences that feel effortless, even when the planning is complex and the expectations are high.

These spaces demand precision, trust and a clear understanding of how people move, interact and connect.

Delivering this level of hospitality means managing multiple layers at once. Guest flow, timing, menu structure and team coordination must work together to create a cohesive journey for the people at the centre of it all.

We spoke with Carine Hokayem, Catering Director at TGP Events & Catering, about what it takes to operate at this level. Drawing on her experience leading several high-profile projects, some of which include delivering VIP catering for the prestigious Dubai World Cup and Coldplay’s sold-out Abu Dhabi tour, Carine shares practical insights for designing VIP experiences that resonate with guests and elevate the events they are part of.

1. Why do vip experiences matter so much at events?

VIP areas are widely recognised as the heart of influence at major events. They go beyond premium seating or curated menus, serving as a carefully designed environment where sponsors, partners, artists and decision-makers can connect on equal terms.

In many ways, these spaces reinforce trust, strengthen relationships, and elevate the overall perception of the event.

VIP hospitality sets the tone for the entire event. It shows guests how much they are valued and reflects the care that has gone into the planning.

VIP areas are also a strategic investment. They are the spaces where partnerships are initiated, deals are nurtured and cultural capital is exchanged. Every detail, from design and service to flow and privacy, can communicate the values and priorities of the organiser.

If this experience falls short, the effect can be immediate and lasting. A poorly managed VIP space risks undermining the credibility of the wider event, leaving stakeholders with the impression that execution and attention to detail were lacking. This can overshadow even the strongest programming.

Conversely, when VIP spaces are thoughtfully executed, they create an environment where guests feel acknowledged, comfortable, and inspired to engage.

People may not remember every moment of a large-scale event, but they will remember how the VIP experience made them feel. That sense of value and connection often becomes the lasting legacy, shaping whether stakeholders choose to return, invest, or endorse the event in the future.

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2. where should planning begin when creating a vip experience?

Planning begins long before menus or layouts. The first step is to define what the experience needs to achieve. That starts with understanding why the event exists and what role the VIP guest plays within it. When that purpose is clear, every detail becomes easier to design.

VIP hospitality isn’t about giving more; it’s about giving what matters most to the people you are hosting.

This approach prevents wasted effort and sets clear priorities. A global sporting event may require pacing hospitality across an entire day, while a concert needs high energy and rapid service during peak moments.

When the guest journey is mapped out early, teams can focus on what will truly enhance the experience rather than trying to do everything at once.

3. How did you bring this approach to the dubai world cup?

The Dubai World Cup is one of the most prestigious events on the international horse racing calendar, and with that comes very high expectations.

You are hosting a global audience of dignitaries, racing professionals and guests who are there for the full day, so the experience must be designed with pace and flow in mind.

The biggest challenge with all-day VIP events is balancing anticipation with comfort. You need to create high points of energy without overwhelming guests or fatiguing the service team.

For this event, the focus was on creating a progressive service that built naturally throughout the day. The experience began with lighter afternoon offerings, then transitioned into live stations and premium dining as the races reached their peak.

Real-time adjustments to layouts and service flow were made to maintain ease of movement, even as attendance numbers shifted beyond initial forecasts.

Read the full Dubai World Cup Case Study

4. What did you enjoy about working on coldplay's abu dhabi tour?

Coldplay’s Abu Dhabi concerts were among the largest live music events the region has ever hosted, showcasing the scale of event management in Abu Dhabi. Across four nights, we welcomed 200,000 attendees, including VIPs and crew from around the world.

The logistics were significant, but the real challenge was consistency. Every night had to feel like the first, for both guests and performers.

Scale doesn’t just mean more guests, it means more variables. You need systems that deliver the same standard repeatedly, even as the event evolves in real time.

We catered to five distinct VIP lounges and elevated platforms, each with its own service style and atmosphere.

Dedicated teams were assigned to each space to maintain focus and personalisation, while behind the scenes, kitchen operations and supply chains were planned with precision to support four consecutive nights without disruption.

Discover The Full Story Behind Coldplay’s Abu Dhabi VIP Experience

5. is there a specific approach towards menu curation for vip events?

Menu curation starts long before the event. It’s about understanding the type of experience we want to create and making sure the food supports that vision from start to finish.

Every menu must work on three levels: it must reflect the guests, match the flow of the event, and be operationally achievable at the highest standard.

I start by looking at who will be there. That means understanding cultural preferences, dietary requirements, and how guests expect to engage with food. VIP audiences are diverse, so every choice must make sense for them.

Menu planning is a collaborative process. I work closely with chefs, service leads, and event organisers to ensure the food complements the overall design and purpose of the event.

Then I look at the structure of the event. Timing, format of service, and how food fits with the pace of what’s happening around it all need to be considered.

Finally, there’s the operational layer. A menu can only succeed if the team can execute it perfectly under live conditions. This covers everything from sourcing and preparation to how dishes move between the kitchen and the guest.

When these three elements align, the food feels natural to the experience, and guests remember how it made them feel rather than the logistics behind it.

6. how do you manage challenges during a live vip event, when things inevitably go off plan?

Live events are unpredictable. You can plan every detail, but there will always be something you didn’t anticipate — a timing change, a last-minute VIP guest, a supply issue. What matters is how prepared the team is to respond in a way that protects the guest experience.

The mark of a well-run VIP event isn’t that nothing goes wrong. It’s that guests never feel the ripple when it does.

The first layer is communication. Before the event begins, I set very clear roles and escalation points for the team. Everyone knows exactly who to turn to in every scenario, preventing confusion when multiple challenges surface at once.

The second is visibility. We use real-time systems to track orders, kitchen activity, and service flow. This allows us to identify bottlenecks before they become visible to the guest and take proactive action rather than reacting too late.

Finally, contingency planning. We think through scenarios well before the event — what happens if attendance spikes unexpectedly, if a delivery is delayed, or if weather forces a change in layout. That preparation builds confidence and gives the team space to act calmly under pressure.

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7. what does success look like for you when it comes to vip events?

For me, success is when guests leave with a memory that shapes how they think about the brand, the host, and the event itself.

It’s when the experience sparks conversations days or even weeks later because it had meaning beyond the setting.

It’s also about growth for the team. Every event should sharpen our skills and strengthen our systems, so we are ready for the next challenge.

If the team feels proud of what we have achieved and the client feels understood and supported, that’s when I know we’ve done our job well.