We recently attended an event that seemed like it was missing something…a host. For the first three hours it felt as if nothing was happening, then when the festivities began there was no direction. Because of this we thought we’d share 10 ways to be a good host and why it’s important.
1. Do mingle – It’s impossible to speak to everyone at all times, but make sure you attempt to make an appearance in front of every guest at least once. Let them know you’re glad they came.
2. Don’t be invisible – Don’t hide out in the bathroom or back stage. Let people know your event was important enough for you to attend too. Hiding out only makes it look like you don’t want to be there or you don’t care anyone else is there either.
3. Do offer direction for the evening – Let your guests know what the plans are for the evening. It can be in a program, an opening announcement or my the mingling we’ve already told you you should be doing. 😉
4. Don’t expect your guests to entertain themselves – Your event starts when your first person arrives and ends when the last person leaves (of course there is always a straggler that you may have to boot out politely but give notice). Give your guests options of entertainment. Don’t just expect them to know what to do. If they look bored, do something about it before they leave, because they will. After all you invited them to your event.
5. Do assume you’ll have more people than planned – Always be prepared for more people. The worst thing to have happen is to run out of something or to not ave enough room (there are fire codes you know). Make sure to plan accordingly.
6. Don’t assume you’ll have more people than planned – Telling people there will be 1000 people at your event when you know only 500 have RSVP’d can hurt you. Once people arrive they will be disappointed if there are less people than told. Plus it would be awful to have an empty room in a big warehouse.
7. Do keep your music to a reasonable level so people can talk and be heard – If you have a DJ or band keep your music up for the dancers but not too loud for the rest. People love to socialize, so give them the opportunity. Watch your crowd, you’ll know if it’s too loud or not.
8. Don’t charge $10 for a drink if you charged $100 to get in – Seriously, just because you have money to throw a party (or your sponsors do) doesn’t mean everyone else is in the same situation. Plus if you’re trying to make money the more people spend before they get there the less they’ll spend at the event. I’ve heard it all too many times, “seriously I paid how much to get in here and now I am paying how much for a drink? I guess I won’t be drinking much tonight.”
9. Do inform your staff – Please make sure your hired or volunteer staff is informed of your activities and venue layout. There is nothing worse than asking a staff person where something is to hear, I’m not sure. It will take you 10 minutes to go over your itinerary and venue placement.
10. Don’t expect your guests to help with clean-up – I’ve been to too many events where I was expected to clean up after. not cool. If people want to help tell them they don’t have to. Show them their attendance was good enough. It’s your job to clean-up and deal with the fact that people will leave you with the mess.
Bonus Tip: Do have fun with your guests – Have fun! If you’re not having fun it reflects on your event. Who wants to be at an event that the host isn’t even enjoying. And if you’re stressed, fake it.
I love to host events. It’s a lot of work and people don’t always appreciate the work you put into it, but it’s your responsibility to make the event fun so when you have your next event people will want to come again. If you’re ready to host an event, let us help throw it with you, to make it smooth, low stress and successful. Contact us today.