Etiquette for Receiving Guests at Formal Events: Between International Protocol and Arab Authenticity

Receiving guests at conferences, seminars, and official visits differs from welcoming family or friends. It requires a delicate balance between cultural traditions and international protocol, especially given the diverse cultural backgrounds of the delegates. Whether you’re organizing an international event or hosting a trade delegation, mastering Etiquette for receiving guests is key to the event’s success and building strong professional relationships.

Event Preparation: Careful Planning and Cultural Understanding

Preparing in advance for formal events (conferences, seminars, trade delegations) is the most important factor in ensuring their success, especially given the diverse cultural and religious backgrounds of the guests. This preparation is not limited to logistical arrangements alone; it also includes a deep understanding of the cultural contexts that may influence guest interaction. Here’s a breakdown of this stage:

Studying the nature of the guests: Who are they? What is expected of them?

In-depth Cultural Research:

Demographic Analysis:

Identifying the main nationalities of the guests (Arab, Asian, European, etc.).

Understanding subcultural differences.

Religious and social understanding:

Avoiding the distribution of materials or gifts that conflict with guests’ beliefs (for example, offering beef to a Hindu delegation).

Observing dress codes (for example, if there are conservative delegations, avoid short dresses for the reception team).

Communicating with delegates in advance:

Sending a short questionnaire before the event, including:

Dietary preferences (vegan, gluten-free, etc.).

Special needs (wheelchairs, sign language interpreter).

Any cultural or religious restrictions they wish to inform the organizers of.

Researching official protocols:

If there are dignitaries (ambassadors, company heads):

Research the official rank of each guest to determine seating or speaking priority.

Understand any political sensitivities among delegation members (for example, avoiding placing representatives of two tense countries at the same table).

Logistics: From transportation to the smallest details

Reception and Cultural Training Team:

Team members are selected based on:

Proficiency in foreign languages ​​(such as English or French for international delegations).

Understanding of basic international protocol (such as how to deal with ambassadors or businessmen).

Team training:

Avoiding prejudice or inappropriate comments (such as mocking a foreign guest’s accent).

Using open body language (e.g., maintaining moderate eye contact in European cultures, versus lowering your gaze slightly in Asian cultures).

Venue Details: From Decor to Service

Culturally Sensitive Decor:

Use neutral symbols in decorations (e.g., avoiding political flags or religious symbols at international events).

For Arab events, heritage touches (such as Islamic patterns or traditional rugs) can be added, with their story explained to foreign guests.

Private Spaces:

Prayer rooms equipped with rugs and the direction of Mecca.

Quiet areas away from noise for resting or working.

Technology and Translation:

Provide simultaneous translation equipment (especially if the event is multilingual) or interactive electronic applications (such as QR codes for accessing the agenda).

High-speed internet with user instructions in the required languages.

Account for time differences when sending invitations to international guests.

Legal Documentation:

Ensure the Validity of visas for all guests.

Official permits are available if the event includes visits to government sites or private facilities.

Important Article on Meet and Greet Service for VIPs and Delegates

Studying the nature of the guests:

Knowing the geographical distribution of the delegations (Arab, foreign) and taking into account cultural and religious customs. For example, avoid scheduling events during prayer times.

Logistics:

Assign a uniformed, multilingual reception team at the airport.

Print informational materials in appropriate languages ​​(brochures, name tags, agendas).

Providing comfortable transportation with the event logo to add an official touch.

Coordination with official protocol:

If high-ranking guests are present (ministers, company presidents), consider:

Seating and speaking priority based on rank.

Separate entry and exit paths, if possible.

Reception: First Impressions Determine the Future of the Relationship

The first moments of meeting guests are crucial in shaping the image of the host institution. These etiquettes include:

Appropriate Greeting:

In the Arab world, a right-handed handshake, a smile, and eye contact are preferred (but avoid prolonged greetings if the guest is a foreigner).

In Asian delegations (such as Japan or China), a slight bow is offered as a greeting.

Identity Card Management:

Hand the guest’s identity card (badge) courteously, explaining its contents (such as a QR code for the agenda).

In Arab culture, it is preferable to write names in both Arabic and English, with clear reference to the position.

Providing immediate refreshments:

In Arab countries, offering coffee or tea upon arrival is considered a welcome gesture. However, at international events, water and juices are served first to avoid embarrassing those unaccustomed to stimulants.

During the Event: Balance Professionalism with a Human Touch

Managing Sessions with Cultural Intelligence:

In Arab seminars, the distinguished guest is given the first floor, while in Western settings, a “circular” approach may be used.

Avoid cultural banter that could be misunderstood (such as comments on the traditional clothing of a foreign delegation).

Meals and Breaks:

Set aside a separate dining table for vegetarian meals with explanatory signs.

In Gulf conferences, dates are served with coffee during breaks as a symbol of heritage, with their cultural meaning explained to foreign guests.

Souvenirs:

In Arab delegations, gifts are given at the end of the event (such as company-branded watches or heritage products).

It is recommended to avoid personal gifts (such as perfume) for foreign guests unless the relationship is strong.

Dealing with Unintentional Mistakes: The Art of Cultural Apologies

Even with careful planning, mistakes can occur, such as forgetting an important guest’s address or serving inappropriate food. This is where the importance of:

Apologizing immediately in the guest’s own language (even if it’s a simple phrase like “We apologize for this mistake” in English or French).

Offering symbolic compensation (for example, sending a bouquet of flowers to the guest’s room with a note of apology).

After the Event: Relationships Don’t End with the Program

While the curtain may seem like the end of the event, the real moment to build lasting relationships actually begins after the guests leave. Smart post-event follow-up is not only a demonstration of professionalism, but also a clear message expressing gratitude and respect, paving the way for deeper future partnerships.

This follow-up begins with sending a formal thank-you note within the next 24 hours of the event. It’s best to personalize this message to each guest, expressing the host’s appreciation for their participation. The message could include selected photos from the event or a brief report on its highlights, giving the guest the opportunity to relive positive moments and associate them with the host organization.

On a professional level, connecting via social media platforms such as LinkedIn is a smart move to strengthen the relationship in an informal yet effective manner. It’s best to send the invitation to be included with a short message reminding the guest of the recent event and opening the door to future communication in a professional setting.

Cultural evaluation is equally important as thank-you notes and follow-up. Post-event interactions vary depending on the guest’s background. For example, with Arab delegations, it’s best to conduct a friendly phone call approximately a week after the event to gauge their impressions and feedback, a method that aligns with the direct social nature of their culture. For European delegations, short emails or text messages may be more appropriate, as they express respect without invading privacy.

What happens after the event is just as important as what happened during it. In fact, it may be the real factor in transforming a meeting from a fleeting experience into a strong, lasting relationship.

Read also: Organizing Events and Receiving Invited Delegations at the Airport

Cultural Nuances: Various Examples

Example: When receiving a Japanese delegation:

Avoid physical contact (hugging).

Offer gifts wrapped in luxurious paper (white and red are lucky colors).

Another example: When receiving a European delegation in an Arab country:

Don’t insist on food if the guest refuses (contrary to Arab custom).

Explain the meaning of traditional symbols in the decor (such as engraving “Marhaba” on the walls).

Conclusion: Global Protocol with an Arab Touch

Welcoming guests at official events is not just a bureaucratic procedure; it is an art that combines authentic Arab taste (such as dedication to serving the guest) with flexibility in accepting differences.