Working with celebrities at events is an art, and a well managed celeb appearance and experience can elevate the event’s reputation and yours whilst a misstep can turn into a PR nightmare. Maybe you’re handling A-list talent entirely, or maybe you will come into contact with them at some point, but knowing how to create a smooth experience is essential.
So how do you do it? Let’s discuss.
The Do’s of Celebrity Appearances at Events
Do your research ahead of time: Before the event, get familiar with the celebrity’s preferences, past event appearances, venue layout, key access points, and your team including security, media, and VIP liaisons. Some celebrities have really specific requests regarding security, media exposure of backstage arrangements, so check their rider, communicate with their team and be prepared.
Work through their team and not around them: Always communicate the big things through their manager, publicist, spouse, agent, designated point person, whoever that may be. Celebrities have layers of representation for a reason. The only time to go directly to a celebrity is when their team isn’t onsite. But use your judgement, sometimes it makes no sense if you are standing directly with the celebrity and it isn’t anything major to communicate.
Prioritize privacy: A celebrity’s movements, hotel details, and backstage access should never be casually discussed, even with event staff. Loose lips lead to security breaches, uninvited guests, and uncomfortable situations for the celebrity. Trust me, I have plenty of stories, but let’s just say: discretion is key.
Be flexible and solution oriented: Celebrity schedules change. They might arrive late or want to adjust their appearance time. Your job is to adapt without panicking. Always have backup plans for key moments and ensure your team is ready to pivot smoothly.
Ensure the right people are in the right roles: Not everyone on the event team should have direct access to the celebrity. Assign a trusted VIP liaison. It should be someone polished, knowledgeable, and able to handle high pressure situations without being overbearing. This person should strike the perfect balance between being attentive and giving the celebrity space.
Create a comfortable and controlled environment: The green room or backstage area should be their sanctuary. Put their favourite foods and drinks in, keep unapproved staff and media out and make sure it is exclusive, relaxed and well managed. A well run backstage or hospitality area sets the tone for an event. And if they aren’t performing, a roped off area in a premium hospitality space is a good solution.
Respect boundaries: Some celebrities love interacting with fans. Others prefer privacy. Let them take the lead. Don’t assume they’ll want to shake hands, take extra photos, or do anything beyond their agreed upon obligations if any. Read the room and take cues from them.
The Don’ts of Celebrity Appearances at Events
These mistakes can derail a celebrity experience.
Don’t ask for selfies or autographs: I hate that I even have to say this, but here we are. Do not be a fan. No matter how much you admire them, your role is to work. If a professional event photographer is capturing moments, great. But initiating a selfie yourself? Unprofessional. Just don’t do it.
Don’t assume they know the event schedule: Celebrities have suuuuuper packed itineraries and rely on their teams for details. Your job is to make sure their team has a clear breakdown of where they need to be and when. A well prepared briefing prevents confusion and keeps everything running smoothly.
Don’t let unapproved guests or media access them: Security at major events is no joke, and unauthorized access is a major issue, even from staff. You need a clear access control plan and pre-approved media interactions. And if someone tries to bypass protocol? Step in. I’ve seen security get talked into letting someone slip through far too many times because they weren’t fully briefed.
Don’t micromanage their experience: You need to stay on top of logistics, but over managing can be just as bad as under managing. If a celebrity is networking in a VIP area and enjoying themselves, don’t rush them. Let the experience feel organic while keeping things on schedule.
Don’t make last minute changes without approval: Even small changes like adjusting a stage entrance or moving a green room can disrupt their flow. Always clear changes with their team first. When in doubt, communicate before acting.
The Common ‘Unexpected’ Scenarios and How to Handle Like a Pro
Even with perfect planning, things will come up. Here are a few common ones and how to handle them:
Late arrivals: It’s not really an “if” because this always happens. Always have a backup plan for adjusting the event flow. Stay in constant communication with their team and keep all relevant departments updated without oversharing unnecessary details.
Overzealous fans and media: I’ve seen this more times than I can count. Even professional media can get aggressive when trying to get the perfect shot. Balance protecting the celebrity’s privacy while accommodating media needs. Work closely with security to maintain barriers and enforce boundaries.
Last minute requests: Celebrities will ask for things unexpectedly. If it’s possible, make it happen. If it’s not, politely explain why. A simple “Sorry, we can’t do that” isn’t enough. Communicate the reason professionally.
The Bottom Line
Managing celebrities at events is about professionalism, preparation, and adaptability. It’s about anticipating needs, respecting privacy, and striking the right balance between supporting them and giving them space.
When done right, a well executed celeb experience at major events enhances the event and builds your reputation in high profile event management.
Get these do’s and don’ts right, and you’ll set yourself apart!
So, What Now?
Come on over to Instagram @lauralloydevents and message me or DM me on LinkedIn at Laura Yarbrough-Lloyd and tell me what you’re up to in the world of events.
Download this cheat sheet which will help you with celebrity needs – this is really popular!
Check out this podcast episode on my podcast, A Flair for VIP Events. I dive into this topic even more!