All clients

France Galop

  • Horse racing
  • Protocol
  • Public Relations

Prix de Diane, Qatar Prix de l’Arc de Triomphe: holding the protocol end to end

  • flagship races a season2
  • guests welcomed5,000
  • of access logged100%

The client

France Galop runs France’s biggest horse races, among them the Prix de Diane Longines and the Qatar Prix de l’Arc de Triomphe.

These days bring together an international audience from sport, fashion, politics and business, alongside owners, partners and institutional guests. Each of these groups has its own access, its own areas and its own rules.

A guest facing the racecourse at sunset, hospitality stands behind

The starting point: protocol leaves no room for approximation

A protocol operation is not a volume problem. It is a precision problem.

  • Seating is a matter of precedence, not logistics. Who sits where, next to whom, in which area. A badly composed table is noticed immediately, and by the people who matter.
  • Guest groups have distinct access rights. Owners, partners, institutions, public figures, press: as many separate access perimeters to reconcile on one site, on the same day.
  • Changes come in right up to the last moment. A cancellation the day before moves one seat, which moves another. On a shared file that cascade is unmanageable; on the day it shows up as place cards that no longer match reality.
  • Suppliers work from frozen information. Catering, front of house, security: each received their version of the file, on a given date. What has changed since never reached them.

With Evenizer: the guest journey from invitation to welcome

1. Invitations differentiated by group

Each category of guest receives its own invitation, its own information and its own access conditions. One campaign, several treatments, without multiplying files.

2. Accreditations collected at source

The data needed for access is requested from the guest when they confirm, with the fields and deadlines specific to the event. Files build up as replies come in, rather than in a rush the week before.

3. Seating handled in the same system as the guests

This is the heart of the France Galop set-up. Seating is not a separate file: it sits against the guest list. A cancellation, a replacement or an addition carries through where it should, with no re-keying and no parallel version.

4. Logistics dispatched from up-to-date data

Catering, front of house, security and suppliers work from the real state of the operation, not from last week’s export.

5. Real-time communication on the day

Teams have the same information at the same moment. Last-minute adjustments are broadcast instead of being passed along from one person to the next.

6. Reporting after the event

Guests, replies, attendance, actual access. The review exists at the end of the day rather than being pieced together the following week.

Run your VIP events the same way.

See what your hospitality looks like once invitations, compliance and reporting live in one place.

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