College of Education

GE 106- PURPOSIVE COMMUNICATION

2nd
SEMESTER 2023-2024
Communication for Various Purposes
EFFECTIVE HOSTING AS AN EVENT HOST

REPORTER

Lopez, Ma. Asunta Isabel J.

Dr. Miraluna T. Sabid

Course Facilitator

Accredited: Accrediting Agency of Chartered Colleges and Universities of the Philippines (AACCUP)
Member: Philippine Association of State Universities and Colleges (PASUC)
Agricultural Colleges Association of the Philippines (ACAP)
WHAT IS AN EVENT HOST?

An event host is not just a figurehead or a name on the invitation; they are the glue that holds
everything together. They are the master of ceremonies, the problem solvers, and the ultimate
guide for attendees.

Understanding the event host role

An event host is an individual responsible for overseeing and managing the various aspects
of an event. They are the face of the event, interacting with guests, ensuring everything runs
smoothly, and creating a memorable experience for all attendees.

Why Do People Host Events?

Events provide a platform for individuals to come together and connect with others. People
host events to celebrate special occasions such as birthdays, anniversaries, and weddings.
Events also allow individuals to showcase their talents, share their passions, and educate
others about various topics.

EVENT HOST RESPONSIBILITIES

The responsibilities of an event host are multifaceted and diverse. Let’s explore some of the
key event host responsibilities that fall under their purview:

Pre-Event Duties of an Event Host

To excel as an event host, certain essential qualities are required. Let’s explore a few traits
that are vital to success in this role:
Charisma: An event host needs to have a magnetic personality that draws people in and
creates a welcoming atmosphere.
Adaptability: Events can be unpredictable, so an event host must be flexible and capable of
handling unforeseen challenges with ease.
Confidence: The event host is the face of the event and needs to exude confidence, ensuring
attendees feel comfortable and reassured.
Organization: Strong organizational skills are essential to managing the myriad of details
involved in event hosting.
Effective Communication: Clear and concise communication and customer service skills are
crucial for conveying information, engaging with guests, and coordinating with vendors such
as wedding photographers.

WHAT MAKES A GREAT EVENT HOST?

Beyond the essential qualities, what separates a good event host from a great one? Here are a
few additional attributes and event host skills that contribute to greatness;
Empathy: A great event host understands the needs and expectations of attendees and goes
above and beyond to meet them.
Creativity: Injecting creativity into the event experience helps a host stand out and leaves a
lasting impression on guests.
Problem-Solving Skills: A great event host possesses a quick wit and the ability to navigate
challenges seamlessly, keeping the event running smoothly.
Attention to Detail: Paying close attention to the small details ensures that nothing goes
overlooked and the event unfolds flawlessly.
UNDERSTANDING THE EVENT
Before any planning can take place, an event host must have a thorough understanding of the
event’s purpose, theme, and desired outcomes. This understanding forms the foundation upon
which all other decisions are made, ensuring that the event aligns with its objectives and
delivers a cohesive experience.

EVENT PROMOTION
Promoting an event effectively is crucial to attract the right attendees and generate buzz. As
an event host, you can utilize various promotional channels such as social media, email
marketing, and traditional advertising to create awareness and excitement around the event.

INVITING GUESTS
Crafting compelling invitations is an art that event hosts must master. The invitation sets the
tone for the event and entices guests to attend. It should be concise and engaging, and provide
all the necessary details while creating a sense of anticipation. Leveraging personalized
communication and understanding the preferences of potential attendees can significantly
increase the likelihood of a positive response.

MANAGING GUEST LIST

Managing the guest list is a critical responsibility of an event host. This involves keeping
track of RSVPs, accommodating special requests or dietary restrictions, and ensuring that the
guest list is up-to-date and accurate.

VENUE SELECTION
Choosing the right venue is paramount to the success of an event. As an event host, you
collaborate with event planners to select a venue that aligns with the event’s theme,
accommodates the desired number of guests, and provides the necessary facilities and
amenities.

On-site duties of an event host

GREETING GUESTS
As attendees arrive at the event, the event host plays a pivotal role in creating a welcoming
and engaging atmosphere. The event host should be approachable, making themselves
available to answer questions, address concerns, and provide guidance throughout the event
while providing excellent customer service.

COORDINATION WITH OTHER EVENT VENDORS

An event is a collaborative effort involving various vendors, such as caterers, entertainers,
and technical teams. The event host acts as the central point of contact, ensuring effective
communication and coordination between all parties. By fostering strong relationships with
vendors and maintaining open lines of communication, the event host ensures that everyone
is working harmoniously towards the shared goal of a successful event.

MANAGING EVENT TIMELINE

Responsible for maintaining the event’s timeline and ensuring that each segment flows
smoothly. This involves keeping track of the schedule, coordinating with vendors to ensure
timely setups and transitions, and making any necessary adjustments on the fly.
GUEST SATISFACTION
Primary focus is on creating an exceptional experience for guests. Engaging with attendees,
actively seeking feedback, and addressing any concerns promptly are all crucial aspects of
guest satisfaction. By being attentive, responsive while ensuring that guests feel valued and
appreciated and having a positive attitude ability, the event host leaves a lasting positive
impression on attendees, enhancing the overall event experience.

Post-event duties of an event host

FOLLOWING UP WITH GUESTS

Following up with guests after the event serves multiple purposes. Firstly, it is an opportunity
to express gratitude for their attendance and support. Personalized thank-you messages or
emails go a long way in fostering positive relationships with guests.

REVIEWING AND EVALUATING THE EVENT

A thorough evaluation of the event is a crucial step in the event host’s post-event duties.
Reflecting on the event’s successes, challenges, and overall impact provides valuable
feedback and informs future decision-making.

IMPROVING FUTURE EVENTS

Armed with insights gained from post-event evaluation, the event host collaborates with
event planners and stakeholders to implement changes enhancements, and contingency plans
in future events. By identifying opportunities for improvement and leveraging lessons
learned, the event host strives to create even more remarkable and unforgettable experiences
for attendees

Final thoughts

The role of an event host is dynamic, multifaceted, and essential to the success of any event.
From pre-event preparations to on-site coordination and post-event follow-up, event hosts
play a pivotal role in creating remarkable experiences for attendees.

ASSESSMENT

MULTIPLE CHOICE

1.They are the masters of ceremonies, the problem solvers, and the ultimate guide for
attendees?

a. Planner b. Guests c. Host d. Caterer

2. Attributes of a host that possesses a quick wit and the ability to navigate challenges
seamlessly, keeping the event running smoothly?

a. Creativity b. Problem-solving skills c. Empathy d. Attention to detail

3. Attributes of a host that paying close attention to the small details ensures that nothing goes
overlooked and the event unfolds flawlessly?
a. Attention to detail b. Empathy c. Creativity d. Problem-solving skills

4. It is a traits of a host that needs to have a magnetic personality that draws people in and
creates a welcoming atmosphere

a. Adaptability b. Charisma c. Confidence d. Organization

5. It is a traits of a host that must be flexible and capable of handling unforeseen challenges
with ease?

a. Adaptability b. Charisma c. Confidence d. Organization

6. Attributes of a host that understands the needs and expectations of attendees and goes
above and beyond to meet them?

a. Creativity b. Problem-solving skills c. Empathy d. Attention to detail

7. It is choosing the right venue is paramount to the success of an event?

a. Inviting guests b. Event promotion c. Understanding the event d. Venue selection

8. It is a trait of a host that needs to exude confidence, ensuring attendees feel comfort and
reassured?

a. Adaptability b. Charisma c. Confidence d. Organization

9. It is a clear and concise communication and customer service skills are crucial for
conveying information, engaging with guests, coordinating with vendors such as wedding
photographers?

a. Effective communication b. Confidence c. Organization d. Charisma

10. It is a critical responsibility of a host. This involves keeping track of RSVP’s,

accommodating special requests or dietary restrictions, and ensuring that the guests list is up-
to-date and accurate?

a. Venue selection b. Inviting guests c. Managing guest list d. Event promotion

References:

LINK
https://thesixpence.com/2023/08/18/what-does-an-event-host-do/