Welcoming VIP Visitors to School
This document provides structured guidelines for PAs organising VIP visits to the school. It aims to clearly define PA responsibilities to ensure smooth and positive experiences for VIP guests. By following these guidelines and using their skills, PAs significantly contribute to the school’s professional image and successful VIP engagements.
Pre-Arrival Responsibilities
Information Management
Liaison Point: The PA will often be the initial point of contact for VIP visit inquiries and confirmations. Maintain a professional and responsive communication style.
Detail Gathering: Proactively gather all necessary information as outlined below:
• Visitor details (name, title).
• Visit specifics (date, time, purpose).
• Specific needs and requests (accessibility, dietary, equipment).
• Accompanying personnel. Contact details.
Signposting Central Team Support: For higher profile VIP visits, be aware that additional support is available through the central team. This may include:
• Administrative Support (e.g., invitation management, logistical coordination).
• Communications Support (e.g., press releases, internal announcements).
• IT Support (e.g., advanced AV setup, technical assistance).
• Photography and Videography (professional documentation of the visit)
Logistical Coordination
Calendar Management: Schedule the VIP visit in relevant calendars and send meeting invites as required.
Itinerary Support: Assist in developing a detailed itinerary or agenda, ensuring realistic timings and logistical feasibility with the school day.
Resource Booking: Proactively book necessary resources, including:
• Meeting rooms (confirm availability, size, layout).
• AV equipment (screen, microphones – test in advance). Catering (Liaise with catering services if relevant, confirm dietary requirements - A short visit might only require light refreshments - such as biscuits, while a longer one will necessitate more substantial catering).
• Parking spaces (arrange for designated and clearly marked spaces).
• Accommodation (if applicable)
• Site Recce Coordination (Liaise with the site team to schedule a full recce of the school premises allowing time to rectify any issues in advance of the visit.)
• Welcome Pack Assembly: If a welcome pack is required, coordinate its preparation, ensuring all necessary materials are included and presented professionally. (Set Play Directory)
Confirmation and Reminders: Send confirmation emails to the visitor’s office and internal stakeholders prior to the visit. Issue timely reminders as needed.
Follow-up on Site Recce: After the site recce, follow up with the site team to ensure any identified issues (e.g., cleanliness, maintenance, signage) are addressed and resolved in advance of the VIP’s arrival.
Communication and Briefing
Central Event Briefing Document
Creation: For each VIP visit, the PA will create and maintain a central, shared event briefing document. This document will contain key information, including but not limited to:
• The detailed itinerary of the VIP visit (timings, locations, activities).
• Clearly defined roles and responsibilities for all involved staff members (e.g., greeter, host, presenters, site team contact).
• Contact information for key personnel. Any specific protocols or instructions for the visit.
• Relevant background information/bio on the VIP visitor(s).
• Catering arrangements.
• Parking details.
• Contingency plans.
This document will be shared electronically with all relevant staff members.
Updates: The PA (or event lead) will ensure the briefing document is kept up-to-date with any changes or additions and that all relevant parties are notified of updates.
Addressing Queries: Act as a central point of contact for internal queries related to the VIP visit.
On-the-Day Support
Arrival
Pre-Arrival Briefing/Walk (Higher Profile Visits): For higher profile VIP visits, coordinate a brief prearrival meeting and/or walkabout of key areas with the designated greeter, host, and any other relevant staff. This is to:
• Review the itinerary and key talking points (referencing the Central Event Briefing Document).
• Confirm roles and responsibilities.
• Address any last-minute questions or concerns.
• Ensure everyone is familiar with the planned route and locations.
Reception Liaison: Liaise with reception staff to ensure they are aware of the VIP’s expected arrival time and any specific instructions.
Contingency Planning: Be prepared to address any unexpected delays or changes to the arrival schedule referring to the contingency plans (if any) noted in the Central Event Briefing Document.
Visit Facilitation
Itinerary Management: Keep track of the itinerary and proactively prompt relevant individuals as needed to ensure smooth transitions between activities.
Meeting Support: Ensure meeting rooms are set up as required, with necessary materials (water, stationery, agendas, refreshments).
Technical Assistance: Be prepared to assist with basic AV equipment operation or ensure IT support is on hand if needed.
Refreshment Management: Ensure refreshments are served as scheduled and dietary requirements are met.
Photography (with Consent): Where appropriate and with the explicit prior agreement of the VIP visitor(s), take photographs during key moments of the visit. These photos can be valuable for school social media, newsletters, and internal records. Ensure that:
• Permission is explicitly obtained before taking any photos.
• The visitor is comfortable with being photographed.
• Photos are taken respectfully and professionally.
• Any guidelines regarding photo usage provided by the visitor are strictly adhered to.
• If central Comms support is involved, coordinate photography efforts with them.
Problem Solving: Act as a point of contact for any immediate issues or requests from the VIP visitor or internal staff.
Post-Visit Actions
Thank You and Follow-Up
Draft Correspondence: Draft thank-you notes or emails for the Headteacher to send to the VIP visitor if relevant. Ensure personalisation where possible.
Action Item Tracking: If any action items arose during the visit, ensure they are documented and followed up on by the responsible individuals.
Review
Process Improvement: Reflect on the visit and identify any areas where the PA’s role in the process could be improved for future VIP visits.
Essential Skills for PAs
Excellent Communication
Strong Organisational Skills
Proactive Planning
Problem-Solving Abilities
Attention to Detail
Discretion and Confidentiality
Interpersonal Skills
Both written and verbal, with a professional and courteous tone.
Ability to manage multiple tasks, prioritise effectively, and maintain meticulous records.
Anticipating needs and potential issues before they arise.
Resourcefulness and the ability to find solutions quickly and efficiently.
Ensuring all aspects of the visit are carefully considered and executed.
Handling sensitive information with professionalism and integrity.
Building positive relationships with both internal staff and external visitors.
VIP Visit to School (Example)
Date of visit:
Name of VIP/visitor:
Accompanying personnel:
Time:
Contact details - Phone: Email:
Staff member(s) who VIP/visitor is meeting:
Purpose of visit/event:
Specific needs and requests (accessibility, dietary, equipment):
Book Meeting room/office and identify set-up requirements
Book Meeting room/office and identify set-up requirements
Prepare itinerary/agenda and distribute as appropriate
Send confirmation emails to the visitor’s office and internal stakeholders prior to the visit. Issue timely reminders as needed
Schedule the VIP visit in relevant calendars and send meeting invites as required
Ensure Reception staff are fully informed of all details of VIP/ visitors and who will be meeting and greeting on their arrival. Reception staff to pre-sign in and have badges ready
If VIP/visitors are to have a tour, ensure route is planned in advance and this is communicated to all staff with timings
Arrange catering/ refreshments if required
Parking space reservation
Arrange communications support (press release, internal announcements, photography/videography) if required
Request Central Team support if required for higher profile VIP visit If a welcome pack is required, coordinate its preparation, ensuring all necessary materials are included and presented professionally. (Set Play Directory)
Arrange site recce with site team to identify any issues
Follow-up site recce to ensure any identified issues have been rectified in advance of visit
Follow-up and thank you (after the event)
Task
Draft Correspondence: Draft thank-you notes or emails for the Headteacher to send to the VIP visitor if relevant. Ensure personalisation where possible.
Action Item Tracking: If any action items arose during the visit, ensure they are documented and followed up on by the responsible individuals.
Review Process Improvement: Reflect on the visit and identify any areas where the PA’s role in the process could be improved for future VIP visits.
Person responsible for task
Comments/notes for info
Date actioned and by whom