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Guide · Event hosting

What does an event host do? A guide to hosting roles.

What an event host is responsible for, how the role changes from a conference to a gala dinner, and how to brief hosts so guests feel looked after.

5 min read7 steps6 checks
Event hosts ready to welcome delegates at the registration desks of the Housing Technology conference
A host's success is measured by how little guests have to think about where to go and what happens next.The one thing to remember

Start here

From the welcome to the farewell.

What hosts do, where they work and how to brief them well. Follow the line; tap any point to read it.

Two conference hosts in matching pink polo shirts and lanyards at the Engage Employee Summit in London
01Step 1 of 7
Conference host with a folder in a session room at the Engage Employee Summit in London

The event host's role

An event host looks after guests on the organiser's behalf.

  1. Welcome
  2. Guide
  3. Inform
  4. Solve
Key pointA host's success is measured by how little guests have to think about where to go and what happens next.
02Step 2 of 7
Host at a welcome point as delegates arrive at a conference in Nottingham

Hosting roles at different events

At a conference, hosts set the tone from the registration desk onwards.

  • Registration
  • Room hosts
  • Speaker desk
  • Stand hosts
  • Seating plans
  • Lounge access
03Step 3 of 7
Conference host with a tablet and headphones in a session room in London

A host's day, from briefing to farewell

Hosts arrive well before guests.

  1. Briefingroom layout, arrival process
  2. Set-updesks, lists, scanners
  3. Arrival peakqueues moving
  4. Sessionsdoors, timings, questions
  5. Farewelllost property, a short account
04Step 4 of 7
Conference host in dark tailoring at PCR London Valves

The skills that make a good host

Composure under pressure comes first.

  • Composure
  • Names and faces
  • Clear directions
  • Discretion
  • Registration software
  • Stamina
Key pointBook hosts for how they handle people. That is the whole role.
05Step 5 of 7
Event host in front of the stage at the Employee Engagement Summit

Event host, MC or presenter?

"Event host" can mean two quite different things.

06Step 6 of 7
Team of conference hosts in matching pink polo shirts at the Engage Employee Summit in London

Briefing hosts to act as your own team

Hosts represent you to every guest, so they need more than a rota.

  • Guest list
  • VIP names
  • Agenda
  • Floor plan
  • Wi-Fi
  • Cloakroom
  • Accessibility
  • Transport
07Step 7 of 7
Two event staff in matching black T-shirts at the British Guild of Beer Writers awards

Dress codes, set fairly

Set the dress code by role and by the feel of your event, and apply it equally to everyone.

  • Dark tailoring
  • Branded top
  • Lanyard style
  • Comfortable shoes

Checklist

Before hosts arrive.

Ready for doors.

Two conference hosts in the main auditorium before a session in Nottingham

At a glance

Host roles, event by event.

The host roles each type of event needs, and what hosts need from you.

Event typeTypical host rolesWhat hosts need from you
ConferenceRegistration, room, speaker deskDelegate list, agenda, room plan
ExhibitionStand, entrance, informationProducts, lead questions, scanner
Dinner or awardsArrivals, seating, running orderGuest list, table plan, cues
VIP guestsLounge access, named guestsVIP list, access rules, contacts

Quick answers

Event host questions, answered.

Short answers for organisers booking event hosts.

Is a host different from a hostess?

No. They are two words for the same role. Hosts of any gender do the work equally well, and we use "host" for everyone.

How many hosts do I need for registration?

It depends on how many guests arrive in the peak window and how check-in works. Pre-printed badges, print on demand and self check-in kiosks each move guests at a different pace, so the process you choose changes the number of desks and hosts you need.

Can hosts use our registration software?

Yes. Hosts are briefed on your system, and a short hands-on session before doors open helps them handle problems quickly.

Do event hosts handle security?

No. Hosts look after guests. Door supervision and security are licensed roles that come from a security provider, and hosts work alongside them.

Do you have work for event hosts?

If you're looking for hosting work rather than hosts, apply to join our team.

Cloakroom team at PCR London Valves

Further reading

Conference roles: who does what, and when

The roles behind a well-run conference, from registration to speaker support.

Read the guide →

Hosting guests soon?

How EXECUTIONAL can help.

We supply event hosts for conferences, exhibitions, dinners and VIP events across the UK: chosen for experience, briefed on your event and guests, and managed through every shift.

Ask for a quote →