What to Ask Before You Book an Event Host or Emcee: A Guide for Event Organisers

Choosing the right host or emcee can make or break your event. A skilled professional keeps your audience engaged, maintains energy throughout the day, and ensures smooth transitions between segments. But how do you find the perfect match for your event? We’ve already explored what to ask before you book a venue. Now, here's your essential checklist of questions to ask before booking an event host or emcee.

Practical Considerations

Before diving into the questions you should ask, it's worth considering whether to work with a speaker bureau or a talent agency. While you can book hosts directly, agencies offer significant advantages that can save you time, money, and stress.

Why work with an agency?

A reputable speaker bureau like PepTalk maintains relationships with hundreds of hosts and emcees, enabling it to quickly match you with professionals who fit your budget, style, and event requirements. They've already vetted these hosts, checked their availability, and negotiated fair rates.

Agencies handle the administrative, contracts, travel arrangements, technical requirements, and payments so that you can focus on other aspects of your event. If your chosen host becomes unavailable due to illness or emergency — which does happen more often than you think — an agency can quickly find a suitable replacement.

Perhaps most valuably, agencies provide honest guidance based on extensive experience. A speaker agency like PepTalk will tell you if your budget is realistic, whether a particular host is right for your audience, and what to expect on the day. They act as an intermediary, smoothing out any issues and ensuring both parties are happy.

When to book direct

Direct booking makes sense if you have an established relationship with a specific host, need someone regularly for multiple events, or have very specific local requirements where personal connections matter more than a wide selection.

Whether you choose to work with an agency or book directly, understanding what questions to ask ensures you make an informed decision. Here's your essential checklist.

Practical booking questions

• What are your fees, and what's included? Get clarity on whether the fee covers preparation time, rehearsals, travel, and any additional services. Some hosts charge differently for half-day versus full-day events.
• What's your cancellation policy? Understand the terms for postponing or cancelling, and what happens if they become unavailable.
• Do you have backup contingencies? Professional hosts should have a plan if they fall ill or face emergencies. Some work with partners who can step in if needed.
• What travel arrangements do you need? If your host is travelling to your event, clarify expectations around accommodation, transport, and timing. Some may need to arrive the day before for larger events.
• Do you provide your own contract? Review terms carefully, including ownership of any recorded content, confidentiality clauses, and liability provisions.

Experience and Expertise

• What types of events have you hosted before? Look for experience with events similar to yours in size, format, and industry. A corporate conference requires different skills than a charity gala or awards ceremony.
• Do you have experience with our industry or topic area? While great hosts can work across sectors, someone familiar with your industry will understand the context, speak the language, and connect more authentically with your audience.
• Can you provide references or testimonials from recent clients? Ask for specific examples from events of a similar scale and format. Video footage is even better than written testimonials.
• Have you worked at venues like ours before? Experience with your venue type (whether it's a large conference centre, intimate hotel ballroom, or outdoor space) means they'll know how to work with the acoustics, staging, and audience configuration.

Preparation and Customisation

• How much preparation time do you need? Professional hosts typically require a few weeks to prepare appropriately and a briefing call. Be wary of anyone who says they can do it with just a few days' notice unless it's truly an emergency.
• What information do you need from us in advance? Expect them to ask about your agenda, speaker bios, key messages, attendee demographics, and any sensitive topics to avoid. Meticulous hosts do their homework.
• Will you customise your content for our event? Generic hosting will always feel impersonal. Your emcee should be willing to weave in references to your organisation, industry trends or current events, and event-specific details.
• How do you handle script preparation? Some hosts prefer detailed scripts; others work from bullet points. Discuss who will write what, and ensure their style matches your brand tone.
• Will you attend rehearsals or tech checks? For high-stakes events, your host should be willing to participate in a run-through to check equipment, practice transitions, and coordinate with your technical team. For professionals, an hour or two is enough.

On-the-Day Logistics

• What equipment or technical requirements do you have? Clarify microphone preferences, autocue needs, monitor requirements, and any other technical specifications early in the process.
• How do you handle running order changes or emergencies? Events rarely go exactly to plan. Your host should be comfortable improvising if speakers run over, technical issues arise, or last-minute changes occur.
• What's your approach to time management? A good host keeps sessions on track without making speakers feel rushed. Ask how they signal timing and handle speakers who overrun.
• How do you warm up the audience? Understanding their pre-show routine helps you know what to expect. Do they mingle with attendees? Arrive early to test equipment? Have a specific warm-up approach?
• Can you facilitate Q&A sessions? If your event includes audience participation, your host should be skilled at managing questions, keeping discussions on track, and handling complicated or inappropriate queries. Hosting tip: Always have a few questions ready in case the audience is shy!

Style and Approach

• How would you describe your hosting style? Styles range from formal and authoritative to warm and conversational. Make sure their natural style aligns with your event tone.
• Can you adapt your style to our audience? Your host should be versatile enough to read the room and adjust their energy level, humour, and formality to match your attendees.
• What's your approach to humour? Clarify boundaries around jokes and what topics are off-limits. Humour should always make an event better, not distract or offend. Likewise, where is the line on colourful language?
• How do you handle diverse audiences? If your event includes people from different backgrounds, at various seniority levels, or international attendees, your host should demonstrate cultural awareness and use inclusive language.

Chemistry and Fit

• Can we have a chemistry call? Before committing, schedule time to speak directly. You need to feel confident in their professionalism and rapport.
• Have you watched them in action? Attend one of their events or watch extensive video footage. A showreel gives you a sense of their style, but seeing them host a whole event reveals more. Body language in person tells a different story, too.
• Do they ask you good questions? A host who's genuinely interested in understanding your event, audience, and objectives will ask thoughtful questions during initial conversations.
• What's their availability for communication leading up to the event? You need to know they'll be responsive during the planning phase and that you can reach them if urgent questions arise.

Making Your Final Decision

The right host or emcee does more than introduce speakers; they set the tone, maintain momentum, sometimes fight fires, and create an atmosphere that helps your event achieve its goals. Take time to find someone who not only has the skills and experience but also genuinely connects with your event's purpose and will act as a partner.

Trust your instincts. If someone feels like the right fit during your conversations, they'll likely bring that same positive energy to your event. And if something feels off, trust your gut and keep looking. Your audience (and your nerves!) will thank you for making a wise choice.

Ready to find your perfect event host? Browse PepTalk's roster of professional emcees and event hosts who can elevate your next event.