Whether you’re welcoming a new partner, investor, or potential client, how you host corporate guests can leave a lasting impression. From small gestures to grand arrangements, business etiquette plays a crucial role in professional relationships. Vikki Nicolai La Crosse, a respected expert in corporate communications and relationship-building, shares her insights on the essential dos and don’ts every business professional should know. In today’s fast-paced corporate world, the finer details matter more than ever.

First Impressions Are Everything

Let’s start with the basics—first impressions. When your guest arrives, ensure everything from the receptionist’s greeting to the meeting room setup reflects professionalism. This doesn’t necessarily mean luxury, but rather attention to detail. Is the meeting room clean? Are refreshments ready? Is someone available to greet and escort them? Small touches go a long way toward building trust.

According to Harvard Business Review, people form first impressions in as little as seven seconds. That means your guest will have formed an opinion of your company before they even sit down.

DO: Learn Their Preferences in Advance

Preparation shows that you care. If your guest has visited before, remember their preferences—do they prefer coffee or tea, have dietary restrictions, or appreciate a particular meeting setup? If it’s a first-time visit, a quick check with their assistant or LinkedIn profile can help you tailor the experience.

Victoria Nicolai emphasizes the importance of personalization: When you take the time to learn about your guest and adjust your hosting style accordingly, you not only create a welcoming environment, you show you value their time and partnership.

DON’T: Be Overly Formal or Too Casual

Finding the balance between friendly and professional can be tricky. If you are too stiff, your guest might feel uncomfortable; if you are too casual, it can come off as unprofessional. Use polite language, maintain good posture, and dress appropriately for the occasion. But don’t be afraid to smile and engage in light conversation to break the ice.

This also applies to your team. Make sure everyone involved in the meeting understands the tone you’re aiming for. It’s embarrassing if one person treats the guest like royalty and another barely acknowledges them.

DO: Plan an Efficient Itinerary

Corporate guests are often working on tight schedules. Respect their time by planning a well-organized itinerary that includes meeting times, breaks, meals, and potential off-site visits. Share the schedule ahead of time so they know what to expect and can prepare accordingly.

If you’re picking them up from the airport or hotel, confirm all travel arrangements in advance. Even better—send a branded itinerary PDF that outlines the plan for their visit. It adds a polished touch and reduces confusion.

DON’T: Ignore Cultural Differences

If your guest is from a different country or background, do your homework. Cultural norms around punctuality, communication, gift-giving, and meals can vary widely. What’s polite in one culture could be considered rude in another.

For example, in Japan, it’s customary to exchange business cards with both hands, while in the U.S., a quick handshake and card pass suffice. Being aware of such nuances shows respect and global awareness.

A Forbes article on cultural intelligence in business suggests that companies that invest in understanding cultural differences are more likely to succeed in international partnerships.

DO: Choose the Right Setting

The place where you host your guests can make a big impact. A noisy coffee shop might not be ideal for serious discussions, while a stiff boardroom may hinder casual brainstorming. Consider what you want to achieve from the meeting and choose the setting accordingly.

If the visit involves meals, select a restaurant that aligns with your guest’s preferences and your company’s image. Bonus points for venues that offer private dining or quieter corners to ensure conversations flow without distractions.

DON’T: Overshare or Undershare

During the visit, be clear about your company’s goals, values, and potential partnership benefits—but don’t turn the meeting into a sales pitch. Listen as much as you talk. Oversharing sensitive information or dominating the conversation can be a turnoff.

On the flip side, don’t leave your guest in the dark. If they ask about next steps or company direction, be prepared with honest, insightful answers.

Victoria Nicolai La Crosse, known for her strategic communication skills, notes that “every guest interaction is an opportunity to build transparency and mutual understanding—two pillars of successful business relationships.”

DO: Follow Up Promptly

Hosting doesn’t end when your guest leaves. Follow up with a thank-you email within 24 hours, recap any action items, and invite them to connect further. If a meal or gift was involved, a handwritten thank-you note can add a personal touch.

These follow-ups reinforce professionalism and keep the momentum going. In today’s digital world, a thoughtful message can set you apart in a crowded field of vendors and partners.

DON’T: Skip the Details

Double-check everything. Is the tech working? Are the name tags spelled correctly? Is the lunch order right? Overlooking details can send the wrong message—either that you’re disorganized or that you don’t value the guest.

Vikki Nicolai La Crosse stresses that consistency in these small touches builds your brand reputation. “When guests walk away feeling like every part of their visit was intentional, they’re more likely to want to work with you again.”

DO: Be a Genuine Host

Finally, remember that hosting isn’t just about logistics—it’s about people. Show authentic interest in your guest’s experiences, opinions, and goals. Make space for small talk, shared stories, or even a quick tour of your workplace.

If appropriate, give a small token of appreciation—branded swag, a book relevant to your business, or a local specialty item. Thoughtful gestures humanize the professional experience and foster genuine connection.

Conclusion

Hosting corporate guests doesn’t require a five-star budget—but it does demand thoughtful planning, attention to detail, and a touch of personality. By following these simple dos and don’ts shared by Vikki Nicolai La Crosse, you can turn a routine visit into a meaningful experience that builds trust and opens doors. After all, in business, how you make people feel is just as important as what you say.