For plannersOutsourcing guest management: a guide for plannersWhat to hand over, what to keep, and how to brief a guest team so your client only ever sees yours.Read guide Core service · 02
Event hospitality teams that look after every guest
Hospitality desks, welcome hosts, shadows and on-ground coordinators. Our trained team receives your guests, answers their questions and sorts out last-minute requests without fuss.
- English, Hindi, Kannadaspoken across the team
- Desks to shadowsevery role that meets your guests
- Trained and briefedfor each event and venue
Roles
Who does what
Book only the roles you need. Everyone 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: welcomes, itineraries, room questions and requests. |
| Check-in and check-out staff | Handle arrivals and departures with the hotel, so nobody waits 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 all day, keep them on time and handle calls and requests. |
| Guest shadows | Look after VIPs, elders and families who need someone with them. |
| On-ground coordinators | Keep the event on time between the venue, the vendors and our drivers. |
| Logistics managers | Plan the chauffeurs and guest pick-ups with the hospitality desk. |
| Guest assistance team | Help guests with directions, luggage and anything they need at the last minute. |
The team
Guests notice the people first
Our staff are trained to stay calm when things get busy. They turn up on time, well groomed, and have worked weddings, corporate events and large hospitality projects.
- Friendly with guests, professional with everyone
- Quick to help, clear when they speak
- Smooth check-in and check-out
- Calm with last-minute requests
Guest feedback
What guests say about our team
Across weddings, corporate events and hospitality projects, guests mention the same things.
Multilingual
English, Hindi and Kannada, so guests from anywhere in the country feel at home.
Always someone nearby
Shadows and a guest assistance team on hand for the whole event.
Well briefed
They know the VIPs, special requests and timings before the first guest arrives.
How it runs
How we run it
Staffing plan
Roles and numbers for each venue and shift, approved by you before booking.
Briefing
We brief the team on the guests, VIPs, venue and schedule.
On the day
Desks, hosts and shadows are in place before the first guest arrives.
Debrief
We share guest feedback and notes with you after the event.
Works with
Pair hospitality with
Planning this for a client? Wedding and event planners book this service for their events, and we work 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 team so your client only ever sees yours.Read guide 
RSVPHow to manage RSVPs for a multi-day Indian weddingCount each function on its own, call the guests who don't reply, and run the rooms, cars and catering from one list.Read guide HospitalityThe wedding hospitality desk: roles and checklistWho staffs the desk, what a shadow does, and the checklist we run before the first guest walks into the lobby.Read guide 
LogisticsHow many cars does a wedding need?Airport runs, shuttles and cars for the family: how to work out the number of cars from your RSVP list.Read guide 
GiftingCorporate gifting in India: planning festive and employee hampersBudget per hamper, branding, timing and delivery: a guide for HR, admin and event teams.Read guide 
DestinationsDestination weddings: a guest logistics checklistFrom Udaipur to the Andamans: travel details, rooms, pick-ups and the desk, in the order you need them.Read guide 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 the guest count, the venues and how many places guests arrive at. We send 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, so guests from different parts of the country can talk to us in the language they prefer.
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 as long as your guests stay.
What is a bride or groom shadow?
One person from our team who stays with the couple all day, keeps them on time and handles calls, messages and small requests, so they can enjoy their wedding.
Let’s plan it better.
Send us the date, city and guest count. We reply within a day with next steps and an itemised scope.
One named lead looks after your event, and every service is priced on its own line.