Etiquette: Why It Really Matters

Etiquette begins before the event. The invitation sets the tone and provides guests with the information they need to prepare appropriately.

Send invitations at least three weeks in advance. For formal events—such as galas, anniversaries, or official visits—six to eight weeks is the standard. Specify a dress code if applicable. Nothing is more embarrassing than showing up in jeans when everyone else is in a tuxedo.

Ask guests to confirm via RSVP. Set a clear deadline and provide an easy way to respond. Guests who don’t respond can’t be blamed for not being on the guest list. But be proactive: a polite reminder a week before the deadline is good practice.

Be sure to include details in the invitation—such as parking options, public transportation, and dietary options. Guests who have to figure these things out on their own will start the event feeling slightly annoyed. You want to avoid that.

Guests arriving at an event want three things: to know where to go, to see someone there to welcome them, and to drop off their coats quickly. Sounds simple. But in practice, this is where many events run into trouble.

Make sure you have a recognizable reception team. Hosts and hostesses should wear uniforms or badges. They should actively greet guests, not passively. They should stand at the entrance, not behind a counter. They should be familiar with the program and able to answer guests’ questions immediately.

Etiquette for guests upon arrival: be on time. At a business event, "starts at 6:00 p.m." means you should arrive by 5:55 p.m., not 6:15 p.m. Make this clear in your invitation: "Doors open at 5:30 p.m. We ask that you arrive before 6:00 p.m."

Cell phones: Politely ask guests at the entrance to set their phones to silent. It’s not a rule—just a request. A small sign at the entrance or a note in the program booklet works better than an annoying announcement over the PA system.

Networking is a key objective at most business events. But there are significant differences in how people go about it. The unwritten rules of networking etiquette help everyone—including more introverted guests—make connections comfortably.

Start with an introduction: your name, organization, and job title. Keep it to no more than two sentences. Then ask an open-ended question. “What brings you here?” always works. Plan for a conversation lasting two to five minutes. After that, it’s perfectly fine to move on. That’s how networking works.

What doesn't work: cutting someone off mid-sentence just to quickly hand them your business card. Or spending the entire evening talking to the same person out of insecurity. Or striking up a conversation while you're loading up your plate at the buffet.

As an organizer, you can facilitate networking. A structured conversation time—five minutes, then switch—lowers the barrier to entry. Business cards listing job titles and organizations help guests start a conversation. A networking app or digital guest list is an extra service that professionals appreciate.

See also: The importance of interaction at events →

Additional etiquette rules apply during dinner or lunch. Not everyone is familiar with them, but as the host, it’s your job to set the scene in such a way that mistakes are unlikely to happen.

Seating arrangement: Actively guide guests to their seats. Allowing guests to sit wherever they please leads to groups of acquaintances forming and empty seats for everyone else. Use place cards. Seat people next to someone with a similar role or a natural topic of conversation. That does more for the atmosphere than even the most beautiful tablecloth.

Dining etiquette for guests: Wait until everyone has been served. Don’t start eating while someone is still standing. Don’t put your phone on the table. Ask about dietary restrictions before the event—not the chef on the night of the event.

Speech etiquette: A table speech should last no longer than seven minutes. Anything longer than that will lose the audience’s attention. Always formally introduce the speaker: name, title, organization. Applause after a speech is mandatory—make sure the host team is always the first to applaud so that the rest of the guests follow. After the speech: only then should the meal continue or drinks be served.

Event etiquette isn’t something you can simply order. It’s the result of thorough preparation, a strong host team, and a program structure that guides guests rather than leaving them to fend for themselves.

At Live Impact, we manage events from start to finish. We train the host team in welcoming guests, proper forms of address, and how to handle emergencies. We design program flows that naturally guide guests in the right direction. And we know when to be strict about protocol and when to be flexible with the rules.

After all, etiquette isn’t a straitjacket. It’s a tool. An event where guests feel comfortable and welcome—that’s what you want. Etiquette is what makes that feeling possible, working in the background, unseen.

See also: VIPs at your event: protocol and logistics →

An event where the etiquette is just right is one where guests go home feeling good. They may not know exactly why, but everything felt right. The welcome was warm. The program ran smoothly. The atmosphere was just right.

That’s no coincidence. That’s organization. And organization is what we do.

Neem contact op via philip@live-impact of bel ons op (085) 401 401 4. Wij maken er een evenement van dat tot in de details klopt.

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