The Perfect Host

The most important qualities of a good host.

    Assertiveness
    Always pro-active
    Uses initiative
    Has organisational skills
    Is always welcoming
    Easily connects with people

But many other qualities are also required.

    Approachable personality
    Ability to keep calm at all times, not easily flustered
    Is both sympathetic and empathetic
    Willing and available at all times to help and smooth over any issue that arises
    Uses common sense
    Is aware at all times of what is happening
    Is adaptable to all situations
    Always inclusive
    Advance preparation
    Always willing to share knowledge with others
    Listens attentively and absorbs the message   
    Exudes friendliness to all, not just "significant" people
     Good at remembering names
    Engaging speaking voice
    Ensures people are introduced to others
    Has knowledge of speaker and audience
    Keeps smiling!

The Perfect Host has a Perfect Check List>>>

What should be considered:   Before,    During   and   After   an event.

 Before:   

    Is a committee required?   If so, what will be delegated to whom?
    What venue?  If necessary have contacts who can help with finding most appropriate one
    Visit the venue, with president/chairman, familiarise yourself with layout and meeting rooms
    Liaise with president at all times re all details and information required
    Prepare map or directions to venue
    Parking - at venue?  nearby?  capacity?
    Meet liaison person at venue, discuss requirements,  arrange meeting dates
    Investigate disabled access, and location of fire escapes and toilets
    Any Health & Safety issues relevant
    Find out how to operate blinds, curtains, air conditioning in meeting room
    List of those to be invited, when invitations should be issued and RSVP date
    What information should be sent to participants, eg: what, where, when, etc
    Any special requirements for any participant - diet?  overnight accommodation?
    Is catering required?   Who organises it?
    Programme - timings, start, finish, breaks, meal, identify speakers
    Know the names of key personnel, especially correct pronunciation and spelling
    Know the correct title and address of those to be introduced
    Obtain short bio details of those to be introduced
    What aids required?  Screen, OHP,  White board, Laptop, Microphones, extra cables?
    Are there to be questions from audience at any time?   How will they be dealt with?
    Ensure that guests will not be left alone at any time.
     
During
   
    Be early at venue
    Check room - layout, water and glasses - especially top table
    Check final arrangements with venue liaison contact
    Be at door to welcome guests and take to chairman
    Make attendees welcome, give special attention to special guests
    Keep constant watch on what is going on
    Inform everyone of housekeeping - toilets, disabled facilities, fire exits, etc
    Know how to deal with distractions - noise, sunlight, air conditioning, room temperature    
    Keep discreetly checking on chairman and guest speaker - any requirements?
    Have someone at door to prevent unwanted entrance
    Look out for any potential problems and be prepared to deal with them
    Have pre-arranged signal to chairman if items seriously over-running time
    At ending of meeting:  gifts/ payment to guest/s  readily at hand?
    Be a gopher - go for this, go for that
    Smile!!

After 

    Feedback forms as participants leave?  or later?
    Say goodbye to any that the chairman is not attending to
    Make sure the room is left tidy, no papers, files, bags etc left
    Check bill is correct and pass to treasurer
    Thank you letters to be sent?   Or does chairman do that?
    Liaise for final time with venue
    Be the last to leave the room - final check!

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    Nancy Sanderson and Stirling Club workshop