By Vaibhav Choudhari, CIS – Apka Apna Eventwala
Why VIP Events Demand a Different Playbook
Handling an event for the Prime Minister isn’t just about lights, sound, and décor — it’s about precision, preparation, and protocol. For marketing and brand managers who’ve ever dealt with high-stakes events, the difference between chaos and perfection often lies in what happens before the curtain rises.
At CIS, we’ve seen firsthand that VIP events are won in the preparation stage, not on event day.
Here’s a 5-point playbook every manager can learn from while planning a high-profile event.
1. Start with Structural Readiness
VIP events begin long before décor plans — they start with engineering drawings.
During the AIIMS Nagpur inauguration, every truss, platform, and stage structure required certification from a PWD structural engineer. The stage had to be strong enough to handle not just performances but a bulletproof car, ready to drive onto the stage in case of emergency evacuation.
💡 Pro Tip: For large-scale government or corporate events, always get your stage and structure pre-approved. It saves hours of panic later.
2. Security is a Design Element
In VIP events, security isn’t a department — it’s part of design.
When the PM’s helicopter landed at the venue, the entire backstage area needed to be covered, as tall buildings nearby posed a sniper risk. But here’s the twist: the same covered area needed a 16-ft clearance so a fire truck (part of the PM’s convoy) could pass through if required.
💡 Pro Tip: Always integrate security needs early in your layout planning — they affect everything from truss height to material selection.
3. Protocol Isn’t Optional — It’s Precision
From the order of arrival to the direction of a motorcade, protocol defines the flow.
Every move — from the PM’s car route to the ramp angle on stage — had to match SPG (Special Protection Group) standards. Even a minor oversight can delay the convoy or create a breach.
💡 Pro Tip: Assign one person as the protocol liaison — someone who understands both client expectations and government protocol officers’ language.
4. Rehearse the Impossible
High-stakes events don’t allow “we’ll see on event day.” Every scenario must be rehearsed — even the ones that (hopefully) never happen.
Our team ran mock drills for convoy entry and exit, tested sound checks with multiple power backups, and ensured every crew member knew their exact position.
💡 Pro Tip: Run at least one full simulation before event day. It’s the best insurance policy against surprises.
5. Communication is Command
With over a dozen agencies, security units, and government departments on site, the event day can easily descend into chaos.
We solved this by having a central communication node — one point of coordination that connected the event team, protocol officers, and client representatives in real time.
💡 Pro Tip: Whether it’s a corporate summit or a government inauguration, set up a single control desk with real-time decision-making authority.
Wrapping Up
VIP events test not just creativity but clarity. Every decision, from stage design to parking layout, becomes a matter of national protocol.
And while the event day might look seamless to the audience, what really delivers the magic is the groundwork done weeks before.
✅ Action: Before your next high-profile event, ask yourself — Have we planned for the impossible?
That’s where real event mastery begins.
