Virtual and hybrid events have required different skillsets and strategies than in-person events, and one often overlooked factor that has helped distinguish top-tier virtual sessions and events from less engaging experiences has been the presence of an emcee or host. Having someone dedicated to guiding your attendees through the event is key to ensure that they feel included and that they are able to make the most of the event.
Carolyn Strauss, a professional live and virtual emcee who recently led a very successful session at Event Tech Live, emphasizes the importance of having an experienced host to guide and educate your attendees: “The emcee is the water that keeps all boats afloat. It’s like a security blanket that gives everybody peace of mind that nothing's going to go wrong. And if it does, you're covered.”
Emcees, or as Strauss likes to call them, “explainers-in-chief,” also make sure that attendees know what’s going on at all times and understand how to use the platform so that they can find everything they’re looking for and easily choose what they're going to do next. “My job is to make sure that nobody gets lost,” says Strauss.
If a speaker ends a session earlier than planned, which is a situation Strauss herself has experienced, the emcee needs to be able to jump in and make sure the event continues to flow smoothly. “It’s hugely important for an emcee to be able to improvise, because stuff goes wrong all the time,” she notes.
In addition, Strauss stresses the value of licensing and using intro and outro music for the emcee since people get distracted easily during virtual events, and it lets attendees know that the event is continuing so they can pay attention.
Being comfortable and engaging in front of the camera requires experience, and Strauss advises against handing the role over to someone without the proper expertise. It’s also important to keep in mind that the emcee should be actively involved in the planning process from the beginning.
“You can’t bring an emcee in at the last minute, give them a script the day before, and expect it to flow smoothly,” she says. “They've got to be included in all of the planning, all of the run of show, all of the extras that are going to happen – even if they're not directly involved.” If the tech goes down in the middle of an activity, for example, the emcee needs to be aware of what’s going on so they can step in and redirect attendees if needed.
When it comes to hybrid events, emcees are just as important, as they can help bridge the gap between the two audiences and make sure the remote attendees don’t feel forgotten or second-class. Strauss has several hybrid events coming up, during which she will both be hosting the onsite event and guiding the virtual experience. For example, she may conclude a live session on stage, and then walk off-stage to a dedicated camera that will allow her to directly address the remote participants.
“The new role of the emcee is like being a talk show host,” says Strauss. “They've got their live audience in the theater, and then they've got the people who they're dealing with at home. That's really the required skill set now.”
When it comes to virtual and hybrid event engagement, planners need to make sure they have every available tool in their toolkit. A good emcee can make a world of difference, helping to improve the experience for attendees, organizers, and speakers alike.