Human contact (physical or virtual) is a fundamental component of a successful event. The representatives of your event are, among others, your event hosts, and are the main point of contact for your audience. It is therefore crucial to take maximum care of this aspect, while diversifying the missions entrusted to the hosts.
Give value to the host
Today's host is not a flowerpot, nor an extra. These practices of "just smiling and waving" are more and more decried.
Your hosts represent a real value on each service to make the whole event production pleasant, fluid and human ⇒ Your hosts take care of your guests, take care of them:
- Ensure a diversity of profiles in your recruitment, as well as gender parity: convey messages in line with your brand ethics.
- Use qualified service providers rather than freelancers through a caring hostess agency.
- Don't forget the breaks: your host(s) cannot be 100% operational during the whole event if they don't take the time to rest for a second (not to mention the fact that it is legally mandatory!). Also plan for meals and snacks, and acceptable schedules.
- Don't restrict personalities and trust your hosts to be themselves while being professional. Innovate in costumes and outfits to showcase your brand.
Thus, in 2020, proactivity, anticipation and strength of proposal are key words that define the job of a host.
Missions specific to the health context of 2020
Covid has shaken up the world of events and particularly the world of hospitality and host missions (in particular through the transition to virtual and hybrid events). Nevertheless, with the right methodology, event hosting has been able to react. Here are the stakes and the new missions of your hosts :
- Creation of a reception area with Plexiglas, organized queues, safety distances respected and clear signage.
- Distribution of masks in the style of the brand or the organizer of the event.
- Distribution of hydro alcoholic gel at the registration of the guests.
- Checking temperature at check-in
- Changing-room management with protective covers for each piece of clothe
- Constant verification of health instructions throughout the event, wearing of the mask and safety distance.
- Check-in by scan and registration of arrivals, in order to be able to track any contact cases or clusters, by arrival time.
- Maximum capacity compliance according to health standards.
Other missions during the event
There are a multitude of other tasks to be entrusted to your hosts during the event:
- Distribution and printing of badges
- The management of the checkroom, which is crucial: if a guest is unable to retrieve his coat or if the queue is too long, he will leave unhappy. Your event may be relevant, but your audience will come away with a bad experience and will associate it with your entire event.
- Guest orientation: because feeling lost in an event is an unpleasant feeling, your hosts should be the support of your audience and proactively offer their help. It's not concierge work, but if you get close to it, it's just as well :). If you have an auditorium or if you are organizing a placed event, entrust the placement to the host staff.
- The distribution of goodies and useful resources: Hosts also means personalized experience for your guests. Take advantage of this opportunity to ask the hosts and hostesses for a kind word to each of your guests.
- The preparation of small operational tasks to facilitate the event prod: folding the napkins for a gala, arranging the buffet or chairs in the room, helping to arrange and clear up during the assembly and dismantling of the event... So many small details that the hosts can take care of and that will make your production work easier.
- The flawless timing of the microphone: it is not uncommon to see guests who want to speak from one end of the room to the other, with only one microphone, and a huge amount of time between each question. Since the role of your hosts and hostesses is to make the experience of your event more fluid, it is their responsibility to think about preparing several microphones in different areas of the room. In this way, your event is enriched because it is better organized. You are also invited to propose a live interaction solution for your participants.
- Post-event satisfaction surveys: thanks to digital tablets, your guests' opinion on the event can be collected in seconds with effective surveys. Andres Arbelaez, Handyamo's Sales Director, tells us about it: "We offer ready-to-use kits that can be used by hosts and hostesses to collect participants' satisfaction in a flash after the sessions. Today, event organizers rightly measure the performance of events in a continuous improvement logic. Our solutions serve this cause, and we are proud to help organize better events".
The host is not a welcoming pawn. It is important to place the host in the best possible position so that he/she can work properly.
As Nelson Moncorgé, founder of La Belle Equipe says: "The host must evolve in a healthy and pleasant working environment to deliver a quality service, that is why we put all our energy into creating a relationship of proximity and trust with each host".
And you, what do you expect as soft-skills from a host?