A single mistake in receiving an official guest — the wrong seating order, an unprepared meeting room, an interpreter who arrives late — can undermine months of relationship-building between organisations. Protocol is not formality for its own sake; it is a set of practical procedures that protect an institution's image at the exact moments people notice most.

This training course by Arab British Fellowship Training Academy walks participants through the full lifecycle of hosting an official visit or meeting: preparing the venue, greeting and escorting guests, managing timing and media presence, and closing the meeting professionally. It also introduces the wider principles of diplomatic courtesy that apply across ceremonies, conferences, and international events.

Understanding these rules has become essential well beyond diplomatic circles — public relations staff, executive assistants, and event organisers increasingly rely on the same standards to represent their organisations with confidence.

Who Should Attend?

• Public relations and protocol officers responsible for hosting official guests.
• Executive assistants and secretaries who coordinate high-level meetings.
• Event and conference organisers handling official ceremonies.
• Managers and staff who regularly represent their organisation with VIPs, diplomats, or business partners.

Course Objectives

By the end of this course, participants will be able to:

• Prepare a venue and logistics checklist ahead of an official visit or meeting.
• Greet, escort, and introduce guests according to protocol standards.
• Coordinate timing, refreshments, and media presence during a meeting.
• Manage the closing of a meeting and follow-up arrangements professionally.
• Apply core diplomatic courtesy principles across different official settings.

Module 1: Before the Guest Arrives — Preparing the Venue

• Checking room readiness: seating, ventilation, flowers, technical and sound equipment
• Coordinating with waiters and support staff on refreshments in advance
• Briefing photographers, interpreters, and media on the plan for the visit

Module 2: Welcoming and Escorting Official Guests

• Meeting and greeting the guest at the entrance on time
• Escorting the guest to the meeting location
• Introducing the guest to hosts and other local participants
• Guiding participants to their assigned seats

Module 3: Managing the Meeting in Real Time

• Keeping the meeting within its agreed time limits, factoring in the wider programme
• Notifying attendees discreetly when time is running out
• Coordinating with photographers and journalists during joint media moments

Module 4: Closing the Visit Professionally

• Guiding guests to designated areas after the meeting concludes
• Waiting with guests until their onward arrangements are ready
• Escorting the guest to the exit once all engagements are complete

Module 5: Delivery Formats and Practical Notes

• In-house, individual, group, and hands-on training formats available
• Scheduling the course at a time and location that suits the organisation
• High-level delivery standards for hosting VIP training groups