So you’ve been asked to be an event moderator. First time? You’re probably wondering what you’ve agreed to. In short, you’re the master of ceremonies. It’s your job to introduce speakers, keep the conversation flowing in a group discussion, and make sure the audience gets the most out of the event. If you want your event moderation to be a success, there are a few key things to remember.

1. Understand your responsibilities

The event moderator role is really important. As well as being in charge of asking questions and introducing speakers, it’s about making sure the event runs smoothly. The event creators might have a strict timeline in place, so if someone’s going off on a tangent during a group discussion it’s your job to politely interrupt and segue to the next speaker. The role also has an element of entertainment – the attendees are your guests, and you want to make sure they have a great time.

2. Get a copy of the agenda

If you’re going to help the event run smoothly, you need to know what ‘smooth’ looks like. Get a copy of the agenda from the event manager in advance. This will help you to plan your time, for example how early you’ll need to arrive, and will give you an idea of what’s expected on the day. It might be as simple as introducing a few speakers and facilitating audience questions, or it could be hosting a panel discussion. Memorising the agenda will also help you to keep your eye on the clock to make sure sessions don’t overrun.

3. Do your research

If you’re not familiar with the topic of the conference or discussion panel, it’s worth spending some time reading up on it. This will give you an idea of the current challenges and developments in the industry. Spending a little time with Google’s predictive search will also show you frequently asked questions, so you’ll be able to get an idea of potential audience queries.

4. Contact the guests in advance

Knowing who you’re going to be speaking to will help to deepen the rapport between you and your guests, and will add value when you’re introducing speakers to the audience. If there’s a Q&A format or panel discussion, it makes sense to touch base with the guests beforehand. Introducing yourself and chatting on the phone before the event should make the conversations feel more natural on the day. It’s also a good idea to run through the questions together – this gives the guest a chance to practise their answers, and the opportunity to remove any content that might not be appropriate for the event.

5. Make the guest speaker the centre of attention

Although you’re the host, you’re not the centre of attention – the guest speaker is. Try to limit how much you talk. If you have some expertise to add, do it in the form of a question rather than in a monologue. Remember, it’s your job to help the speakers shine: when you introduce them, describe their background and emphasise their knowledge. Try to stick to short topic introductions, repeating audience questions for clarity as needed, and summarising the speaker’s key points at the end.

6. Use questions wisely

It’s your job to make sure the attendees get the most value out of the event. If a speaker is quite taciturn, you’ll need to ask follow-up questions to get the full picture. Questions can also be effectively used as moderator transitions to help keep the conversation on track. A few sample moderator questions are:

  • Do you have an example of that?
  • How does this relate back to the discussion?
  • Can you explain that further?

If it’s your job to write the questions for the panel or speakers, remember it’s all about adding value. Questions that invite open-ended answers are best (rather than merely ‘yes’ or ‘no’). Ask yourself:

  • Will the audience be interested in this?
  • Will it maximise the speaker’s niche, experience and perspective?
    Could this spark a debate? In some cases, this could be good, but if you’re tight on time it may cause the discussion to overrun
  • Will the answer add anything new or is it common knowledge?

Be the host with the most

Event moderation is all about hospitality. You want the audience and the speakers to have the best possible experience. Building a relationship in advance, doing your research and knowing the schedule will help the event to run smoothly.

If you need more support, take a look at Eventbrite for organisers, where we can put you in touch with a dedicated manager to help make your event a success.