The Art of Guest Speaker Hosting

When it comes to hosting special guests—whether for conferences, events, or weekend services—it’s all about creating an atmosphere where they feel valued, cared for, and set up for success. At Citizen Church, hospitality isn’t just a task; it’s a ministry of excellence that leaves a lasting impression.

Let’s dive into the high-level process that makes our Special Guest Services (SGS) team a model of memorable hospitality, and why it works so well.

The Essence of Special Guest Services

Imagine arriving in an unfamiliar place to speak at an event. You’re away from your family, the comfort of home, and the usual amenities. You’re focused on preparing for impactful messages—but the pressure can be immense.

This is where our hospitality team steps in. From the moment a guest speaker lands to their departure, every interaction is infused with care, intentionality, and creativity. Here’s why this matters:

• Proactive Care: Anticipating needs before they arise.

• Creating Comfort: Building an “at-home” atmosphere.

• Serving Passionately: Putting others first with joy and excellence.

 Key Players in the Hospitality Process

Our SGS team functions like a well-oiled machine, with each member playing a vital role. Here’s an overview:

1. Guest Speaker Acquisitions

   • Initiates invitations and confirms visit details.

   • Shares guest preferences (collected via forms) with the SGS Lead.

2. Special Guest Services Lead

   • Oversees the vision and execution of hospitality.

   • Prepares itineraries, mood boards, and handles honorariums.

   • Communicates expectations and ensures smooth operations,

3. Guest Accommodations Coordinator

   • Handles travel bookings, hotel reservations, and logistics.

   • Coordinates with drivers, ensuring cars are stocked with essentials like snacks and toiletries.

4. Green Room Coordinator

   • Designs a relaxing and welcoming Green Room space.

   • Arranges catering and décor tailored to the event theme. 

5. Hosts & Drivers

   • Provide one-on-one care, ensuring the guest’s comfort during travel and at events.

   • Maintain a clean, inviting vehicle and address any on-the-go needs.

Building the Guest Experience: Step-by-Step 

1. First Impressions

   • From the initial invitation to arrival logistics, every touchpoint is designed to show care and professionalism. Whether it’s confirming preferences or preparing a detailed itinerary, the goal is seamless execution.

2. Travel & Transportation

   1. Our drivers are the backbone of guest movement, ensuring timely pickups and drop-offs. Vehicles are stocked with essentials (think gum, water, and hand sanitizer) and kept in pristine condition.

3. Green Room Excellence

   1. A calm and rejuvenating space awaits every guest. Think mood lighting, curated snacks, and thoughtful décor tailored to the event’s vibe. This space is their sanctuary between sessions.

4. Anticipating Needs

   1. It’s not just about reacting to requests but actively listening and remembering preferences. For instance:

      1. Have their favorite coffee ready when they need it.

      2. Offer thoughtful touches like event merchandise or playlists tailored to their taste.

5. Seamless Communication

   1. Dedicated text threads and consistent updates ensure every team member is on the same page. This prevents hiccups and builds confidence in the process.

Why This Approach Works

• This high-touch approach is rooted in proactive care, clear communication, and a genuine heart for service. By creating a smooth, personalized experience, we ensure that our guests feel honored and focused on their mission.

Ready to Make Hospitality Memorable?

• Hospitality isn’t just logistics; it’s about creating moments of joy and ease that allow your guests to shine. Whether you’re building a similar process or refining your current approach, remember: excellence is in the details.