When you throw a party – you are the host of the party. As host, it’s your job to ensure that your guests feel welcome.
Before the party starts, you worry about things like directions, parking, reception, coats, ambiance, food, drink, & entertainment. And depending on the size of the party and your budget, you may actually take care of none or all of the mentioned details.
So stripping away the details of the party, you’re left with one ultimate responsibility as host – make sure your guests feel welcome!
When you put on a multi-day conference or meeting, the same types of details need to be considered beforehand (albeit on a slightly larger scale):
A conference planner typically can handle the basic logistics. The hotel space. The meals.
Responsibility for transportation can be handled by a corporate planner or individual attendees.
The agenda, speakers, and global entertainment ideas are handled by a corporate executive or committee.
But who is responsible for actually helping your guests feel welcome? …
- The person who booked the hotel space?
- The people working at the registration tables?
- The individual or committee that decided the agenda and booked the guest speakers?
My guess is all of the above people do a little bit to help people feel welcome – but no one person is actually responsible.
This means attendee experience relies on multiple people doing their respective jobs and then hoping that it all comes together and works. In other words – Luck is responsible for attendee satisfaction at most conferences.
I’m a conference host. One of my most important duties is to help individuals attending multi-day events feel welcome.
I work for the executive ultimately responsible for the event. I work to fulfill her vision.
I work with the event and corporate planners. The committees. The hotel and registration staffs.
I’m the eyes and ears on the ground. I’m precisely where the rubber meets the road. I play in the same sandbox as every attendee … but I have direct access to both the visionaries and the planners. I provide real-time feedback. I solve problems as they occur.
My job as your conference host is pretty basic:
- Create a better overall experience for your conference attendees
- Provide continuity throughout your multi-day event
- Make your meeting more productive by creating engagement
And of course, I try to make every one of your guests feel welcome.
This post was originally published on SpeakingGump.com on June 17, 2015.
It has been updated and edited to appear here on ChangeByGumption.com
Communicator, Forrest Gump lookalike, Strategist
– Brand Ambassador, Change Agent, Speaker, Writer
– Gump-like Messaging, Simplicity, Values
– Big Picture, Bottom Line, Visual Mapping
Learn more about Steve here.
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