How can you communicate effectively with event organizers and clients?

As an emcee, you are the voice and the face of an event, but you are not the only one involved in making it a success. You need to communicate effectively with event organizers and clients, who have different expectations, preferences, and needs. In this article, you will learn some tips on how to communicate with them before, during, and after the event, and how to handle any challenges or issues that may arise.

1 Know your role

Before you accept an emceeing gig, you need to understand what your role is and what the event is about. You should ask the organizers and clients about the purpose, theme, audience, format, and agenda of the event, and how they want you to present it. You should also clarify your responsibilities, such as introducing speakers, facilitating activities, engaging the audience, and wrapping up the event. Knowing your role will help you prepare your script, tone, and style, and avoid any confusion or misunderstanding.

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Michael Bauer

Dynamic Emcee | Radio & Podcast Host | Live Event Specialist | Expert in Communication & Audience Engagement | Consultant for High-Impact Productions
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Knowing your role and understanding the event inside and out (purpose, run of show, where everything is, etc.) is integral to the success of any event...but adaptability is key. Personal story: After agreeing to Emcee a tremendous charity golf tournament and meeting in person to go over everything weeks ahead of time, the organizers pivoted. Out of nowhere they asked if I had live auction experience. I made it clear that I did not, but that I would approach the challenge as an opportunity to grow. I researched and practiced in the coming weeks and had a great time auctioneering, but most importantly; together we were able to raise the most money in the many-year history of the event. Always good to add more tools to your toolbox...

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2 Plan and prepare

Once you have agreed on your role, you need to plan and prepare your emceeing materials and logistics. You should work with the organizers and clients to create a detailed run sheet, which outlines the sequence, timing, and content of each segment of the event. You should also check the venue, equipment, and backup plan, and rehearse your script and cues. Planning and preparing will help you deliver a smooth and professional emceeing performance, and avoid any technical or operational glitches.

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Adam Christing

AdamChristing.com | Entertaining Keynote Speaker | Event Emcee | Author & Laughter Expert | Master of Ceremonies | Meeting Host | Clean Comedian | Non-Profit Fundraising Host | Interactive Entertainer
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The Emcee must keep the Meeting flowing. A strong event host will handle the welcome, transitions, introductions, housekeeping announcements, wrap up and more. But there is another Meeting that is crucial when it comes to planning and preparing. It's the Meeting BEFORE the actual event meeting. This is where you, as the MC, have a phone or Zoom call (better yet, make it in person) with the event organizer. Go over the following: -Who will be in attendance? -What is the big purpose of this program? -How should I introduce the key leaders on the platform? -What time are we starting and ending the event? -What is our event theme? The key thing to cover with the event coordinator is the Meeting Agenda (also called the Run of Show).

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3 Be flexible and adaptable

Even with careful planning and preparation, you may encounter some unexpected situations or changes during the event. You need to be flexible and adaptable, and communicate with the organizers and clients on how to handle them. For example, you may need to fill in some gaps, adjust the schedule, switch the order, or improvise some remarks. You should also be ready to deal with any emergencies, such as power outage, fire alarm, or medical issue. Being flexible and adaptable will help you cope with any challenges and keep the event on track.

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Sean Specie

Inspire Leadership Academy | 635+ Events for 78 Clients with 190,000+ Attendees since 2011 | 🎤 Events Emcee, DJ, & Planner | 🛠️ Founder of Event Builder | Romans 1:16
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Something will go wrong. Something will change. A speaker might end early and leave the emcee with time to fill. A speaker might end late and leave you needing to cut out time. A screen could cut out. Someone might be late and you need to delay. The key to making sure the event goes smoothly beyond something wrong is paying attention to what IS happening and thinking 1-3 steps ahead of what NEEDS to happen next. That plus having a backup plan or easy to execute ideas of what could be done to smooth over the changes. Most importantly - if the audience doesn’t know something’s wrong. There’s no need to tell them. Everything is going according to plan.

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4 Get feedback and follow up

After the event, you should communicate with the organizers and clients to get feedback and follow up. You should ask them how they felt about your emceeing performance, what they liked and disliked, and what they would suggest for improvement. You should also thank them for the opportunity, express your appreciation, and offer your services for future events. Getting feedback and following up will help you evaluate your strengths and weaknesses, build your reputation, and maintain good relationships.

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5 Respect boundaries and ethics

Throughout the communication process, you should respect the boundaries and ethics of the organizers and clients. You should not disclose any confidential or sensitive information, such as personal details, financial data, or trade secrets. You should also not make any inappropriate or offensive comments, jokes, or gestures, that may harm the reputation or image of the event or the organization. You should also not promote your own agenda, interests, or products, unless authorized by the organizers or clients. Respecting boundaries and ethics will help you establish trust and credibility, and avoid any legal or ethical issues.

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6 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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How can you communicate effectively with event organizers and clients?

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1 Know your role

2 Plan and prepare

3 Be flexible and adaptable

4 Get feedback and follow up

5 Respect boundaries and ethics

6 Here’s what else to consider

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