For plannersOutsourcing guest management: a guide for plannersWhat to hand over, what to keep, and how to brief a guest operations team so your client only ever sees one team.Core service · 02
Event hospitality teams that look after every guest
Hospitality desks, welcome hosts, shadows and on-ground coordinators: a trained, well-groomed team that receives your guests, answers their questions and handles last-minute requests calmly.
- English, Hindi, Kannadaspoken across the team
- Desks to shadowsevery guest-facing role
- Trained and briefedfor each event and venue
Roles
The hospitality team, role by role
Book the roles your event needs. Each one is briefed on the guests, the venue and the schedule before the first arrival.
| Role | What they do |
|---|---|
| Hospitality desk team | Run the guest desk at the hotel or venue: welcome, itineraries, room questions and requests. |
| Check-in and check-out staff | Handle arrivals and departures with the hotel, so guests are not left waiting in the lobby. |
| Welcome hosts | Greet guests at arrival points and entrances and guide them through the venue. |
| Bride and groom shadows | Stay with the couple through the day, keeping timings and handling calls and requests. |
| Guest shadows | Look after VIPs, elders and families who need someone with them throughout. |
| On-ground coordinators | Keep the run of show on time between the venue, vendors and our logistics team. |
| Logistics managers | Coordinate chauffeurs and guest movement with the hospitality desk. |
| Guest assistance team | Help guests throughout: directions, luggage and last-minute needs. |
The team
Guests notice the people before anything else
Our staff are trained to work in high-pressure settings without it showing: professional, punctual and well-groomed, with experience across weddings, corporate events and large-scale hospitality.
- Warm, friendly hospitality with a professional approach
- Quick assistance and clear communication
- Smooth check-in and check-out
- Calm handling of last-minute needs
Guest feedback
“Warm, dependable and effortlessly professional.”
That is how guests describe the team most often, across weddings, corporate events and hospitality projects.
Multilingual
English, Hindi and Kannada, so guests from across the country are at ease.
Always someone nearby
Shadows and a guest assistance team on hand throughout the event.
Attention to detail
Briefed on VIPs, special requests and timings before the first arrival.
How it runs
From staffing plan to debrief
Staffing plan
Roles and numbers per venue and shift, proposed and approved before booking.
Briefing
The team is briefed on the guests, VIPs, venue and schedule.
On the day
Desks, hosts and shadows in place before the first guest arrives.
Debrief
Guest feedback and notes shared with your team after the event.
Works with
Pair hospitality with
Planning this for a client? Wedding and event planners bring us in for this service on their events, to their brief and timeline.
How we work with plannersInsights
Guides to read next
For plannersOutsourcing guest management: a guide for plannersWhat to hand over, what to keep, and how to brief a guest operations team so your client only ever sees one team.
RSVPHow to manage RSVPs for a multi-day Indian weddingTrack every function separately, call the guests who stay silent, and let one list feed the rooms, the cars and the caterer.
HospitalityThe wedding hospitality desk: roles and checklistWho staffs the desk, what shadows actually do, and the checklist we run before the first guest walks into the lobby.Questions
Hospitality teams, answered
Anything else? Call +91 91084 25242, WhatsApp us, or write to contact@pib.events.
How many hospitality staff does an event need?
It depends on guest numbers, venues and how many arrival points there are. We propose a staffing plan by role and shift, and you approve it before anything is booked.
Which languages does your team speak?
English, Hindi and Kannada across the team, so guests from different parts of the country are looked after in a language they are comfortable in.
Can you run a hospitality desk at the hotel for the whole stay?
Yes. The desk team handles check-in and check-out with the hotel, itineraries, questions and requests for the length of the guests' stay.
What is a bride or groom shadow?
A dedicated team member who stays with the couple through the day, keeping them on schedule and handling calls, messages and small requests so they can enjoy the event.
Let’s plan it better.
Send the date, the city and the guest count. Our team replies within a day with next steps and an itemised scope.
A named lead owns your event. Itemised, never packaged.