Adobo Throwdown 4.0

VIP Check-In & Hospitality Volunteer Instructions

Dates: October 24–25, 2026
Venue: Garden Ridge Community & Event Center
Reports To: Event Director / Event Promoter

1. Primary Responsibilities

The VIP Check-In Volunteer is responsible for welcoming VIP guests, checking their names off the provided checklist, directing them to one of two designated VIP tables, ensuring they receive their meals, and notifying the Event Promoter of their arrival.

2. Before VIPs Arrive

  • Obtain the printed VIP checklist containing the names of expected VIP guests.

  • Familiarize yourself with the names and titles on the checklist.

  • Locate VIP Table 1 and VIP Table 2.

  • Verify that both tables are prepared and reserved for VIPs.

  • Identify the person responsible for providing VIP meals.

  • Confirm how to contact the Event Promoter, preferably through WhatsApp.

3. VIP Check-In Procedure

Step 1 — Welcome the VIP

Greet the arriving guest warmly and ask for their name.

"Welcome to Adobo Throwdown! We're so happy you could join us. May I have your name, please?"

Step 2 — Check the VIP Checklist

  • Find the guest's name on the printed VIP checklist.

  • Place a checkmark next to their name to confirm their arrival.

  • Record their arrival time, if space is provided.

  • If the guest's name is not on the checklist, contact the Event Director for verification.

Step 3 — Direct the VIP to Their Table

  • Direct or escort the VIP to either VIP Table 1 or VIP Table 2.

  • Follow any predetermined table assignments.

  • If no assignment is specified, use available seating.

  • Make sure the guest knows where to sit and is comfortable.

Step 4 — Notify the Event Promoter

Immediately notify the Event Promoter when a VIP arrives.

Sample WhatsApp message:

"VIP CHECK-IN: Mayor [Name] has arrived and is seated at VIP Table 1."

Include the guest's name, title (if applicable), and table assignment.

Important: Elected officials and scheduled speakers should be reported immediately so event leadership can greet them and coordinate any stage appearances.

4. VIP Meal Service

The volunteer is responsible for ensuring that every checked-in VIP receives their complimentary meal.

  • Coordinate with the designated food vendor or hospitality team.

  • Inform them when VIPs arrive and where they are seated.

  • Confirm the number of meals needed, including any accompanying guests approved for meals.

  • Follow up to ensure meals are delivered.

  • Verify that each VIP actually receives their meal.

  • Mark the meal as served on the checklist, if a meal-status column is provided.

If a VIP's meal is delayed, follow up directly with the food service contact.

5. Ongoing VIP Hospitality

Throughout the assigned shift:

  • Monitor both VIP tables.

  • Assist guests who need directions or other event information.

  • Check whether VIPs need water or other available refreshments.

  • Watch for VIPs arriving late.

  • Inform the Event Promoter if a scheduled speaker arrives or departs.

  • Coordinate with event leadership if additional seating is needed.

6. Special Situations

VIP not on checklist: Contact the Event Director before confirming VIP seating.

VIP arrives with guests: Verify available seating and meal arrangements.

VIP table is full: Contact the Event Director for additional instructions.

VIP scheduled to speak: Notify the Event Promoter immediately and coordinate with the stage production team as directed.

Meal not delivered: Follow up with the food service team until the matter is resolved.

7. End-of-Shift Handoff

Before leaving:

  • Review the checklist to identify VIPs who have arrived and those still expected.

  • Confirm that checked-in VIPs have been served.

  • Report any outstanding issues.

  • Hand the VIP checklist to the incoming volunteer or designated event staff.

  • Ensure another person has assumed responsibility for VIP hospitality.

Volunteer Quick Reference Checklist

For each arriving VIP:

  • Welcome the guest

  • Find their name on the printed VIP checklist

  • Check off their name

  • Direct them to VIP Table 1 or VIP Table 2

  • Notify the Event Promoter immediately

  • Coordinate their meal

  • Confirm their meal has been served

Our goal: Every VIP should feel personally welcomed, be comfortably seated, receive their meal, and have their arrival communicated promptly to event leadership.

Maraming salamat for helping us demonstrate Filipino hospitality!