A hundred percent welcome is a feeling only attained at home. But with the right host, an event can come close.
Hosting an event is not just about the speech or its construction. It is about your approach and delivery, the feelings you radiate to your guests while at it.
It is impossible to ignore the importance of an event host. Whether small or large, it is perhaps the first and last thing to consider before planning an event to remember.
Who Is An Event Host?
An event host ranges in meaning, depending on the kind of event. For example, the roles a host will perform in a dinner party are different from the ones expected during an outdoor event, like a cookout.
Irrespective of the event, however, a good host sets the event’s atmosphere, from taking care of the seating arrangement to cleaning up the event center afterward.
Event hosts manage guests at functions; like parties, conferences, banquets, or ceremonies.
They are involved in organizing the event to ensure that everything runs smoothly on that day. They welcome guests, answer questions, and with the support of their team members, make sure that no guest’s need is left unattended for the duration of the event.
An event host is responsible for orderliness and organization where otherwise there would have been confusion. They manage people, which could be problematic, but they induce life into the party with flawless management.
Duties Of An Event Host; How To Make Your Guests Feel Welcomed
Differences in types of events sometimes change the roles of the event host. Below are some of the general duties expected of a good event host to make her guests feel loved and welcomed.
Planning The Event
A competent event host will plan the event and determine the ‘A to Z’ of how the day will go.
That includes choosing the date, location, menu, provision of all essential materials, and even seating arrangements. The host hires other personnel that combines forces to make the event a success.
Set The Scene
On the day of the event, an event host should be at the venue early to ensure everything is set for the event, which involves adhering strictly to plans and ensuring no details are left out. Often times, you’ll also be in charge of decorating the venue, as well as wrapping things up after the event is done. If you’re hosting a wedding, you can check out this article on 5 trendy wedding napkin folds to help out on setting the theme.
Meet And Greet
The host must set the right atmosphere at the start of the event. Ushering guests into the venue, making introductions, showing them to their seats, and introducing the menu are ways to get them settled.
It is also necessary to give them a brief tour of the event center to know where the restroom or the drinks are.
Planning Of Activities
Guests might feel reluctant to fully relate or participate in the event because most are meeting for the first time.
The event host has to plan activities that will share guests into groups and introduce competitive games that will get most guests mingling before the end of the event.
Provision Of Interpreting Booths And Interpreters
It is no strange thing that international guests could be in attendance at your event and could be having issues understanding the local language.
A simple way to solve this challenge is the provision of interpreting booths and the use of interpreters. The number of interpreting booths you need as a host depends on the several languages your guests speak.
The interpreting booth should be installed a day before the event and tested by professionals prior to the event to prevent disappointments.
Interpreting booths are used to provide sound insulation. They help interpreters perform their jobs without disturbance from external sources and make guests feel welcomed even if they don’t understand the initial language used at the event.
Supervision Of Refreshments
Even if you are confident in your caterer’s abilities, your duty as an event host is to watch the tables to ensure that the food and drinks remain in circulation.
Closing The Event
At the end of the event, the host and other personnel should stand by the entrance to thank each guest for coming and wish them safe trips to their destinations.
At the departure of the last guest, the event host oversees the cleanup of the venue and replaces every piece of equipment used to the appropriate quarters.
Whether you are holding a small or large event, the importance and roles of an event host cannot be overemphasized.
As the event host, you are responsible for maintaining an organized and friendly environment for your guests to socialize in.
The comfort of your guests comes first, and the successful outcome of your event is the reward.