How to MC at Conferences

Last week I wrote about how to speak at conferences. Today I want to focus on the role of the MC at conferences.

A good MC will really make the difference for a smooth running and engaging conference. For those of us who do this regularly, we recognise that a lot is at stake in making sure that the organisers of the conference get great feedback and enough buzz is created in anticipation of future conferences.

For the record, many of these notes also apply to those who are tasked with hosting Aways Days and Awards as well, but for now, let's just focus on conferences.

BEFORE THE CONFERENCE

Understanding the Brief

Way before an emcee steps on stage, there should be an understanding of both the theme and outcome of the conference. Most conference organisers have a specific direction they want to take their audience and to be fair sometimes new organisers don't understand it as well as they think they do. Whether it be a corporate, academic institution or a TEDx organiser. The role of the emcee is to be made aware of their outcomes and suggest how best they can fit in with those outcomes.

An emcee should meet or have at least two calls or face to face meetings (and several email responses) with the organisers before the event. Amongst other things, those meetings should include timings, use of media, the expected dress code, role of the emcee and of course the pronunciation of delegate or speaker names.

Clarity on the role

Having been asked to emcee a number of conferences I have always sought clarity on the role. It is one thing to announce speakers and performers on a programme and a whole other skill to moderate panels. Sometimes MC's are also asked to run breakout sessions on our expertise or even coaching some of the speakers who have not had much experience presenting. It is important to understand if these are what required in addition to opening the conference, introducing speakers, performers and panels and closing out the conference.

Getting a sense of context

When organisers have hired comedians or TV presenters to host conferences I always raise a little eyebrow. Not because they are not good, to be fair most I have seen are good, but not getting a sense of the context of the audience. It is one thing to joke about an industry as a whole and another thing to joke at specific members of the conference. Especially if they are not in on the joke. Secondly, it is painful to see presenters at conferences who have no idea of the language or culture of the audience to whom they are presenting. Asking the organisers what you should be aware of or what subjects or language you should avoid is of paramount importance.

AT THE CONFERENCE

Working with Audio Visual (AV)

One of the first thing I do at a conference is talk to the team managing AV. I mentioned this in my piece about speaking but think it is equally important when being an emcee. Knowing that the AV team have all the adequate information before hand on music, presentation software, videos or teleprompters is critical. Not only does it ensure you have rapport with the team who will make this move smoothly but allows you to be creative in this space if anything untoward happens technically.

Trust me when I say that AV can make or break you as an emcee.

Knowing the Programme

The role of emcee is to ensure that the day runs to schedule. Knowing the programme schedule and being flexible enough to make changes for say late running speakers, or overrunning items is why you are hired.

It is your duty as an emcee to ensure that all participants are aware of their time and the prompts you will use to ensure that things are brought online. To make sure that attendees are aware of break times and how long they are. To ensure that warnings are announced before sessions start again. To give directions for breakout sessions and to manage timings on panels or other multi-person events on stage.

Print your own programme with notes and work closely alongside the event producer(s) to ensure that as best you can to stay on schedule. The audience and the organisers will thoroughly appreciate it.

Meeting the speakers (and performers)

Whether in the green room, in sound check, or at a pre-conference supper/breakfast always make sure you connect with those taking part in a conference. Introduce yourself as the MC and the one who will make their time at the conference as seamless as possible.

I usually take it as an opportunity to check if there is anything that they want said about them (or not said) from the brief introduction that I will give them. I am not much for pomp and ceremony and take no more than two or three short sentences to introduce speakers and performers. It goes a little something like this.

"Our next speaker, has travelled the world empowering many audiences with her anecdotes and insights on leadership. A doctor and storyteller, and winner of numerous awards, please give a warm welcome to Dr Rebecca Smith OBE"

At this point, I would also clarify phonetic pronunciations of their name. This goes for performers as well.

Being Engaging

At the end of emceeing most conferences, I am very tired. Why? Well, you can't introduce everyone the same. Weaving together points and stories from the various presentations takes quick thinking. Using humour to ensure people stay awake. All this takes energy and uses up a lot of cognitive bandwith.

That said using that energy to ensure you weave a consistent and powerful narrative as the host is what makes for memorable conferences. Engagement doesn't mean you are a constant comedian, but more about engaging with the audience to ensure they are getting the most out of the conference.

Opening and Closing

Really take some good time out to think about how you are going to both introduce and close out the conference. What are those key points you want attendees to think about at the beginning and then walk away with at the end.

Weaving a simple thread between the closing and the end is what helps to make the conference memorable and also will ensure that you are considered for future events. If of course you want to do so again.

AFTER THE CONFERENCE

The third and final part involves getting feedback after the event. Depending on logistics this can be done either on location or after reflection by email/call/webinar. This is a good way of getting a sense of how you matched the client's expectation. Again shaping the feedback around what went well, what can be improved and the elements that stood out to make the conference a success.

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I hope you find these tips helpful whether you are an emcee or a planner of conferences. As always I am available as an emcee myself to make your event a success. Please feel free to contact my team.