What Does It Take to Be a Good Event Host? Our Ultimate Guide
This guide will help you be the best event host you can possibly be. We’re hoping it’ll help give you the confidence and preparation you need to be successful.
Your thoughts may be a little scattered right now. Maybe that’s why you found this article in the first place; you’re unsure of where to start. Use these notes to help you make an action plan and then write it all down so that you don’t forget any of the little details. Don’t be afraid of the process, just tackle one aspect at a time, and everything will go smoothly.
Hosting an event is simpler than it seems and remember that if you’re hosting a rather large event, or if you just have a lot to do in a short time span, you can always hire people to help or recruit volunteers.
What Type of Event Are You Hosting?
If done correctly, hosting an event will help you meet new people, or at least build the relationships you already have. There are different types of events you can host, usually either corporate or personal. First things first, think about whether the event should be private or public and who is to be invited, this will determine a lot of factors in your plan. The guest list, especially, depends entirely upon what kind of event it is.
What do you want the guests’ first impressions to be? You need to have a clear vision in your mind of what the event will look like and what kind of experience you want guests to have while they’re there, long before the event takes place. Your guests should feel comfortable in the environment you create; a hectic atmosphere or bad experience can damage relationships.
Types of Events
A corporate event is an event put on by a company to either build relationships or create new ones, or it can also be a laid-back celebration. Lucky for you, if you’re hosting one of these corporate-type events, you were probably given lots of specifications on what the company wants to happen and where. It just means fewer decisions for you to make
A seminar is hosted for a company’s target audience to keep them informed about the status of the company and current projects being worked on. It typically only lasts a few hours, long enough for one or a few speakers to give presentations plus minimal socializing before and after. Food is not always provided, but drinks are.
A private party to verbally recognize the importance of either employees or clients. Sometimes awards are given and/or raffle prizes.
A celebration of a milestone or anniversary reached by the company as a whole. Activities at this type of event vary because it depends on what the company wants to do and what type of milestone it is.
The goal of these events is to get employees to spend time together and get to know one another better; to build up relationships within the company. Depending upon what time of year it is, there are outdoor group activities.
Product Launch Events
An effective and quick way for a company to introduce and launch a new product. They should want as many people as possible to see the new product, so it’d be an open event, not by invite-only.
Events that aren’t corporate can be anything from a wedding to a birthday party to a fundraising event.
Location and Food Arrangements
People love food, especially if they’re going to be at an event for a long time. Guests are less likely to socialize with other people, let alone stand around and watch an entire speech if they’re starving. A food table encourages them to stay longer and not leave early.
Catering is a good way to go, there are other options as well, but this is the easiest and most reliable. Just ensure that there’s more than enough food for how many guests will be there. The main goal you have as an event host is to keep the guests happy and attentive.
The atmosphere can have a big impact on how people act. Maybe a calm, dim-lighted room is good for a formal social dinner, but not for team-building or an engagement party. It’s important to have the correct size room for the number of people attending, which is where the guest list will come in handy. You can put an RSVP request on invitations to help give you an estimate of the number of people attending.
Find a good location to rent out and then make yourself aware of the occupancy and shape of the event room. Try to picture in your head everyone present in the room. If it seems like there’s going to be lots of extra space, then get some more decorations or tables to fill in the gaps.
Budget and Time Frame
You absolutely have to be organized in your finances and scheduling. Catering, the event location, and entertainment will all have to be paid for up front, unless these services are being provided for free. The overall cost will start to rise and rise as you get everything set up for the event, so make a budget and time frame set in stone prior to making any arrangements and stick to it.
Necessary Skills of an Event Host
We mentioned the importance of organizational skills, but that’s not the only skill you need to be a good event host. There’re a lot of other aspects you need to work on to be successful. You need to be able to multitask, have good communication skills, be good at financial planning, enjoy socializing and have stress-management tactics ready just in case.
Keeping a calm, positive attitude will get you through any hiccups that might occur. Hopefully it’s not necessary for you to have to cope with stress while planning an event, but unfortunately, things do go wrong sometimes, so have a backup plan. Have a backup speaker or entertainer on hold in case of a no-show.
The event you’re hosting should be not only enjoyable to the guests, but to you as well. If everything is set up correctly, there should be no reason for you to stress. Get it all done now so that your biggest worry at the event is greeting people.