Manage event guests yourself or with Rizi White Glove

A considered guest experience starts long before someone reaches the door. It begins with an invitation that is easy to understand, a clear way to respond and a reception team that knows what to do. You can organize those details in-house, or ask Rizi Elite White Glove to coordinate the agreed delivery while you focus on hosting.

The useful question is who will own each stage. This guide sets out the work, from the first guest list to the attendance report, so you can choose the support your occasion needs.

1. Give the guest journey a clear owner

If your team is managing delivery, name one person to coordinate the schedule, approvals and changes. Record the date, venue, expected guest count, languages, invitation rules and entrance arrangements in a short brief. Identify who may approve a late addition or a change in guest category.

Keep one working guest list with an owner and controlled access. Review duplicate records, names and contact details before sending invitations. Separate invited, confirmed, declined and arrived statuses. Agree how companions are recorded and which team members need access; avoid circulating copies that quickly become inconsistent.

2. Prepare invitations and follow RSVP responses

Bring the event details, location, arrival instructions and response method into a clear event page or invitation. Approve the wording and artwork in every required language. Use a test invitation to check the full journey on a phone before contacting guests.

Choose who sends each message and when. Keep a record of invitations, replies and agreed follow-ups so two colleagues do not chase the same person. An RSVP records an intention to attend; QR check-in records arrival. Set a response deadline, give guests a help contact and review unanswered invitations with the organizer before another reminder. Keep the tone appropriate to the relationship and occasion.

3. Prepare the welcome before opening the doors

Assign people to greeting, guest lookup, QR scanning and questions. Give them an entrance plan that explains guest categories, permitted companions and who resolves exceptions. A missing invitation should lead to a defined help process, not an improvised admission decision.

Test devices, charging and connectivity at the actual entrance. Rehearse an unreadable code, a repeated scan and a name that cannot be found. Agree a fallback procedure with the people responsible for the venue and system. Check any offline capability in advance. For a fuller entrance checklist, see our exhibition guest-registration guide.

4. Keep control during the event and close the records

On the day, make the operations lead easy for reception staff to reach. Record approved changes in the working list, direct guests clearly and keep sensitive details away from public screens. Share attendance updates at useful agreed intervals, with a consistent definition of what is being counted.

Afterwards, compare responses with recorded arrivals and resolve duplicates or incomplete records before handing over a report. Summarize attendance and operational lessons separately. Agree who receives the final files and how remaining working copies are handled. In-house delivery works best when those responsibilities are planned as carefully as the invitation design.

5. Let Rizi White Glove coordinate the preparation

Rizi Elite White Glove combines the Rizi platform with a dedicated delivery team. A project lead coordinates the brief, timeline, approvals and guest journey. You retain the decisions about your audience and occasion; the team manages the work included in your proposal.

That preparation can cover a branded event page, registration or RSVP flow, invitation artwork and approved message templates. The team reviews the guest list you supply, prepares categories, tracks responses and coordinates agreed follow-ups. Email and WhatsApp campaigns are planned around approved wording, languages, timing and follow-up rounds.

6. Bring the digital invitation and the reception team together

The agreed service can include guest QR passes, access categories, trained reception and check-in personnel, an operations lead and Rizi technical specialists. Venue preparation, device checks, staff briefings and a rehearsal connect the digital setup to the actual arrival experience.

During the agreed service hours, the team coordinates welcome, verification, guest direction and operational escalations. Staffing, shifts, equipment, location and availability are confirmed in the proposal. White Glove focuses on guest management and reception; venue production, catering, transport, security screening and AV remain separate arrangements.

7. Choose the additional support your occasion needs

VIP accompaniment, personal telephone invitations, additional languages, extra staff or further event days can be discussed as optional arrangements. Specify the protocol, expected workload and service hours so the team can plan the right support.

After the occasion, the service can include attendance reconciliation, a final summary and the agreed data handover. Confirm reporting needs and access arrangements at the start, so the closing report answers the questions your team actually has.

8. Choose your level of support

Manage the journey yourself when your team has the time, clear ownership and reception capacity to deliver it. Use the Rizi platform to organize the digital workflow. Ask White Glove for support with invitations and RSVP, reception and check-in, or the wider guest experience when you need a delivery team.

To begin, share the event date, city or venue, expected guest count, languages and the stages you want handled. Explore the White Glove service or contact the team on WhatsApp: +966 53 966 0700. The team will discuss the requirements and prepare a tailored proposal.

A well-prepared welcome gives you room to be present with your guests. Choose the responsibilities you want to keep and let Rizi help with the rest.