How to be an MC
MC’s do more than just the introductions
Valuable Tools for an MC.
When MCs run an event there is a few tools they develop for each occasion. I will be talking about some of these tools which help an MC do their job. The first one is the run sheet, this document has the whole event laid out from beginning to end. It is important for an MC to spend time getting the run sheet together working not only with the client, but with all the stakeholders as well.
The Run Sheet
The run sheet is the most important tool for an event. I help you to develop the run sheet, it has the procedure from beginning to end and the timing of all the different parts of your event from when the guests start to arrive, when the speakers are scheduled to speak, break times and mealtimes all the way through to the final farewells and thank-yous.
The run sheet lists all the different things that will happen at your event and puts them in order and determines how long each one lasts.
As MC I will go over the run sheet with the function manager to make sure that they are on the same page. Everyone’s reception is their own and a lot of time and care and thought is put into the run sheet. It is important though when liaising with the venue and the function manager to allow time where they need it; time to serve entrees, mains and desserts, time to clear plates away and so forth. Those are the main things to watch for. When people are making speeches, it is difficult enough when they are not accustomed to public speaking without having to cope with the clattering of plates and cutlery.
Events have a start time and a finish time so everything else has to fit in between. It is vital to the smooth running of an event to know what things are going to happen and when.
It’s a good idea to leave a little extra time throughout the event to allow for the minor mishaps that always happen at an event.
My best advice to people is to give the function manager the room to lay out the event. They are experts and understand the process of an event whether it is a wedding reception, corporate event or an awards night. Whether you have fifty or five hundred guests or more, they know how long it takes to cook serve and clear away for however many guests you have. Let them do their job and work around their timetable. You hired an expert, make use of their expertise.
Timing and Pacing
Timing is paramount for a successful event. A run-sheet includes specific time for each segment, allowing the MC to keep the event running to time. This is essential not only for logistical reasons like serving meals and clearing away, but also for maintaining the audience’s interest and energy. An MC armed with a run-sheet can skilfully manage the pacing of the event, ensuring that it neither drags nor rushes, thereby enhancing the overall experience for attendees.
Co-ordination with Other Stakeholders
Events involve collaboration between various stakeholders such as speakers, performers, technical crews, and event organizers. The run-sheet serves as a common reference point, aligning everyone involved with the event timeline. This preparation and coordination is what enables the MC to keep things running smoothly, minimizing the risks of miscommunication and ensuring that all participants are on the same page, contributing to a synchronized and harmonious event.
Contingency Planning
The run sheet enables the MC to keep ‘ahead of the game’ confirming the different parts of the event are ready ahead of time. Despite meticulous planning, unexpected issues are common. Mostly they are small glitches which are fixed easily because of the planning and preparation that has gone into the event. The run-sheet serves as a valuable tool for contingency planning. MCs can be prepared for potential delays, technical glitches, or any other unforeseen circumstances by having a clear understanding of the overall schedule. This adaptability is crucial for maintaining professionalism and composure in the face of unexpected challenges.
Audience Engagement
A well-structured run-sheet allows the MC to tailor their approach to the audience. By knowing when to inject humour, when to build anticipation, and when to shift to a more serious tone, the MC can create a dynamic and engaging atmosphere. Understanding the ebb and flow of the event through the run-sheet enables the MC to connect with the audience on a deeper level, enhancing the overall experience.
Conclusion
An MC’s ability to orchestrate a flawless and memorable experience is greatly dependent on the run-sheet. This document is the MC’s most valuable tool, providing structure, guidance, and flexibility. Through careful adherence to the run-sheet, an MC can navigate the intricacies of an event with confidence, leaving a lasting impression on both the audience and event organizers alike.
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A good MC does a lot of work before the event…
As your MC, I do a lot more than turn up on the day and introduce a few speakers. I meet with you a month before the event to discuss the details and the run sheet. I liaise with the function manager , the photographer, DJ, tech crew, videographer and all the stake holders to ensure that everything runs smoothly on the day.