Within seconds, guests decide if they feel welcome at your event. And that first impression sticks. The moment someone walks through your door, they’re asking themselves—often without realizing it: “Am I welcome here?” “Will I feel at ease?”
Your energy, the energy of your space, and your greeting begin to answer those questions.
Humans are wired to form impressions quickly. Psychologists call this the primacy effect. The idea that what we first experience carries extra weight in shaping our perceptions. That means
the first five minutes of your event matter more than most hosts realize.
- A warm welcome can shift a guest from anxious to open.
- A cold or chaotic entry can make them quietly count the minutes until they can leave.
There’s power in how guests are greeted. Hospitality begins before the first toast, speech, or bite of food. It starts at the threshold.
Simple actions make all the difference:
- Make eye contact – it signals safety and presence.
- Smile genuinely – people feel the difference.
- Use their name – it increases belonging and value.
- Offer guidance – “Drinks are to the left, or registration is just down the hall.
If someone is arriving alone or new to the group, your greeting becomes their emotional anchor for the entire experience.
Here’s the secret: your mood is contagious. Psychologists call it emotional contagion: our nervous systems mirror the emotions of people around us.
- If the host is calm, grounded, and smiling → guests relax and open up.
- If the host is distracted or stressed → tension spreads.
The first impression doesn’t just matter—it lasts. A simple “We’re so glad you’re here” creates belonging that carries throughout the evening.
That’s why I encourage every host and planner to think intentionally about those first five minutes. Who is greeting guests? What energy are they projecting? And how does the entry experience reflect the tone you want for the rest of the event? When planned well, the welcome becomes one of the most memorable and defining parts of the gathering.
In fact, some of the most successful events I’ve designed were remembered less for the food or décor and more for the way guests felt the moment they walked in. That first impression isn’t just a welcome—it’s the opening chapter of the story you’re writing together.
When you think back to events that made you feel truly at ease, what did the host do in those first few minutes that made all the difference?