Hostess service: events and events

Hostesses: Professional event support for unforgettable events

Professional hostesses take care of guests at trade fairs, conferences and corporate events and ensure that everything runs smoothly. Companies can book hostesses to strengthen their presence at events with trained staff in the reception and service sector and to ensure high-quality hostess service. There are various types of assignments — from exhibition hostess to event hostess to doctoral hostess — whose tasks are similar in many areas. The definition, types, tasks, areas of application, booking tips and criteria for professional hostesses are explained below.

At a glance:

One hostess is professional event management that looks after and supports guests at events, trade fairs and receptions. It creates a pleasant atmosphere and represents the company or event. Professional hostesses can be booked through specialized agencies to ensure that the event process runs smoothly and elegantly.

Definition: What are hostesses?

As hostess This is a person who looks after guests on behalf of a company — for example on flights or at major events such as conferences and trade fairs. The main task of hostesses is to welcome, accompany and inform visitors in a friendly manner in order to ensure a positive outcome of the event. A hostess is expected to have appropriate manners, foreign language skills and a well-groomed, professional appearance. In the masculine form, one speaks of a Host, however, the female name is usually used in the event sector. It is important that it is a recognized, reputable profession — a hostess is not to be confused with an escort lady. A well-known former hostess is Silvia Sommerlath, the current Queen of Sweden, who worked as a hostess at the Olympic Games in Munich in 1972.

Types of hostesses

Various categories of hostesses have become established in the event industry, depending on the respective area of application:

• Exhibition hostess: As an exhibition hostess, you support exhibitors at trade and public fairs. Exhibition hostesses look after the exhibition stand, welcome trade fair visitors and inform them about products or services. They are often multilingual in order to be able to competently address international audiences.
• Eventhostess: Event hosts are used at events such as company parties, conferences, gala evenings or sports events. Typical tasks of an event hostess include welcoming and accrediting guests, taking care of a cloakroom or instructing guests to seats. She is also responsible for accompanying VIP guests or speakers at certain events.
• Promotion hostess: A promotion hostess (also promoter) specializes in promotional campaigns and marketing events. It actively appeals to passers-by or visitors, distributes flyers, product samples or promotional gifts and draws attention to a brand. The focus here is on communication skills and persuasion, while the external appearance is less important than for trade fair or VIP hostesses.
• VIP hostess: VIP hostesses look after particularly important guests — such as prominent visitors, politicians or sponsors — at high-class events. Hostesses with a particularly attractive and at the same time serious appearance as well as excellent foreign language skills are usually selected for this role. A VIP hostess ensures that guests of honor feel at home all the time and is available to them as the first point of contact for any concerns they may have.
• Accompaniment service (escort): The escort service is clearly distinguishable from the task profile of a hostess. In escort or escort agencies, female companions are also often euphemistically referred to as “hostesses”, but they only offer their services exclusively to a single person. This form of activity does not fall within the area of event hosting and should be considered separately.

Two hostesses from tire manufacturer Pirelli at a motor show. At automotive trade shows, hostesses are very often scarcely or strikingly dressed in order to draw visitors' attention to the respective brands. However, this practice was curtailed — the organizers of the E3 computer game fair 2006 in Los Angeles felt compelled to impose fines on exhibitors who used models dressed too freely at their stand. In general, the appearance of a hostess is adapted to the respective requirements and should always represent the company adequately.

Tasks and abilities

The specific tasks of a hostess vary depending on the type of event. In general, the aim is to support the organizer with guest management and to ensure a smooth process. Typical activities include:

• Reception and greeting: Greet guests in a friendly manner, provide initial orientation and, if necessary, hand out name tags or welcome documents.
• Information and information: Answer visitors' questions and provide information about the event, the company or the products presented.
• Supervision of the stand/events: Be present at the exhibition stand or in the event room, actively approach visitors, present products or support demonstrations.
• Service activities: Take care of the guests' well-being, such as offering drinks or snacks, looking after the cloakroom or taking on small organizational tasks when required.
• Admission control and registration: Check guests or participants at the entrance (tickets, invitations) and register.

To successfully perform these tasks, a hostess should have certain skills and qualities:

• Strong communication skills: The ability to approach people openly, listen actively, and communicate in a friendly and clear manner.
• Polite, service-oriented appearance: A courteous approach to guests and the willingness to focus on their needs.
• Neat appearance: Serious clothing and appearance appropriate to the occasion that leaves a positive impression.
• Foreign language skills: English in particular is often essential at international events; other languages are an advantage.
• Reliability and punctuality: A good hostess keeps agreements, arrives on time and is a reliable support for the team.
• Flexibility and resilience: Stay calm and efficient even with a large number of visitors or unexpected situations, and be able to adapt to various tasks.

Good hostesses combine all of these qualities. This allows them to act professionally and optimally relieve the team of organizers by confidently taking care of all aspects of guest service.

areas of application

Hostesses are used in numerous areas — wherever guests are received and cared for. Typical locations of use are:

• Fairs and exhibitions: At large trade fairs (trade fairs and public fairs), hostesses are an integral part of the stand staff. For example, they take care of the exhibition stand, talk to customers and distribute information material.
• Corporate events and conferences: Hostesses support the organizers at corporate events, meetings or conferences. They staff the reception, help with the registration of participants, introduce guests and are available for questions and organizational concerns.
• Gala evenings and receptions: Hostesses also ensure that festive events such as galas, award ceremonies or receptions run smoothly. They greet guests in appropriate evening attire, accompany VIPs or presenters and serve as contacts for event guests.
• Sports events (hospitality): In the sports and VIP sectors — such as in VIP boxes at soccer games or in the Formula 1 paddock — hostesses look after sponsors, guests of honor and VIPs. As part of the hospitality service, they ensure that important guests are cared for, coordinate VIP areas and create an exclusive atmosphere.
• Promotions: In promotional campaigns in public spaces or at the point of sale, promotion hostesses are used to present a product or brand. They actively address passers-by, distribute samples or flyers and generate attention through direct customer contact.

Cover with it professional hostesses Almost the entire spectrum of events — from trade fairs to corporate events to galas. In all of these areas, they contribute to a positive experience for guests and strengthen the image of the organizer.

Book hostesses: hostess agencies and online platforms

If you want to book hostesses, you usually use the services of a specialist Hostess agency. In Germany, most exhibition hostesses are arranged through hostess agencies. These agencies often have an extensive database of hostesses in various cities and take care of the selection and deployment planning of personnel. They are often based in major trade fair cities and can provide regionally suitable personnel. An established hostess agency ensures that the booked hostesses are professionally trained, reliable and suitable for the respective event.

In addition to classic booking via a hostess agency, there are now also online platforms that allow you to search for and book hostesses directly. Such portals enable companies, based on profiles and reviews, to find suitable professional hostesses to select. Booking is easy online — from enquiry to confirmation. In some cases, traditional agencies also offer digital booking systems to make the process more efficient. Regardless of the booking method, early planning and clear communication of requirements (e.g. language skills, tasks, dress code) help to find suitable personnel for the event.

Criteria for a good hostess

When selecting the right personnel, agencies and clients attach great importance to certain qualities, so that in the end a professional hostess service can be offered. A good hostess is characterized above all by positive charisma, politeness and a confident appearance. She should have excellent communication skills — i.e. be able to approach guests openly, listen actively and deal safely with different people. Foreign language skills are also important for many assignments; English in particular is often required at international events. In addition, a high level of professionalism and reliability are crucial: on-time appearance, well-maintained appearance and compliance with agreements are a matter of course. Finally, practical experience and quick comprehension help to quickly familiarise yourself with various subject areas and to be able to react flexibly to new situations.

If a hostess meets all these criteria, she can represent the company optimally. When choosing, organizers and agencies therefore make sure that the professional hostesses meet these requirements to provide guests with a first-class experience.

Conclusion: The added value of a professional hostess service

Professional hostesses offer significant added value for events of all kinds. Their commitment makes guests feel welcome and well looked after right from the start, which leaves a positive impression of the company. An experienced hostess at the reception breaks the ice and creates a pleasant atmosphere in which visitors like to spend time. At the same time, the organiser's own employees can concentrate on their core tasks because the hostess service reliably covers important reception and service tasks. Overall, an experienced team of hostesses increases the professionalism of the appearance to the outside world and makes a significant contribution to the success of the event.

Anyone who books hostesses is investing in the public image and satisfaction of their guests. The profit is immediately noticeable: A professional hostess service increases the quality of guest service and thus ultimately the success and reputation of the entire event.

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