Hosting out-of-town guests means much more than simply putting them on your calendar and waiting for their arrival. Part of your responsibility as host is to extend your hospitality even before your guests have left their home in route to your office. Whether the expected guests are out of town customers, clients, colleagues, receivers of promotional items or products, or suppliers, you can be certain of one thing: They will appreciate any advanced planning that will make their time away from home a pleasant experience. The following are some courtesy tips for giving your out of town guests the VIP treatment:

1. Make up a travel package and send it to them in advance. Include a map of the area showing the location of your office and business in relation to the airport or highway. List the travel times by car and cab, and provide the name and telephone numbers of recommended hotels and motels in the area. Depending on the relationship you share with your guests, you may even want to make the necessary lodging accommodations so they do not need to worry.

2. Alert your company receptionist our secretary to your guest's arrival. You should be make sure that you receptionist knows the names of the clients coming in, and be sure to tell the receptionist to welcome them by their first and last names. This shows that your company has done research, and a friendly, laid back environment is always welcome.

3. When appropriate, circulate a memo to certain departments and employees providing a brief description of the visitor's name, arrival date and time, and company affiliation and the purpose of the visit. In this way, employees will be able to make comfortable use of small talk should the opportunity for conversation take place.

These are just a few examples that can make you guests feel more comfortable and welcome in your business environment. You should always make sure they you have done your research, and you know all of the guests by their first and last names, and be sure they you know their reason behind visiting your company. You should always have some promotional products on hand to give to your guests, including mugs and pens with the logo of your company. This will drive home your business brand name, and build a solid relationship with your visitors. By following these examples, you will be well prepared for your guests, and have a successful meeting or visit.