Supplier specifications
What an event emcee brief should say
You have shortlisted an emcee, and now the programme owner has to say what the person is actually expected to do on the day.
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The short answer
An emcee brief fixes six things: what the emcee hosts, the language mix, which documents they receive and when, who approves speaker introductions, who may change the running order, and how the booking is priced.
Write it so the emcee can answer yes or no to each line. A quote based on 'host the event' will hide the rehearsal, the script drafting and the overtime. The RFP completeness checker shows which of these lines are still missing.
What the brief has to settle
The emcee sits between the programme owner, the stage manager and the audience. The brief should name each of those relationships so nobody is guessing who gives cues.
| Item | What to write | How you will check it |
|---|---|---|
| Scope of hosting | Opening, session links, speaker introductions, housekeeping notes, closing. State what is not included, such as moderating panels. | The emcee confirms each segment against the draft programme. |
| Language | Languages for each segment, and whether code-switching is wanted for housekeeping announcements. | Ask for a short sample or a reference they can speak about. |
| Documents and timing | Run of show, speaker bios, pronunciation notes, sponsor acknowledgements. Name a date for each handover. | Receipt of each item is logged against its date. |
| Introduction approval | Who signs off the text of each introduction and acknowledgement. | Approved text is in the cue sheet before rehearsal. |
| Running-order authority | Who can ask for a cut or a stretch during the day, and how the request reaches the stage. | One named person and one channel, for example the stage manager on headset. |
| Rehearsal and call time | Briefing slot, sound check, arrival time and hours covered. | Times appear in the quote and the production schedule. |
| Price basis | Hours, rehearsal, script drafting, overtime rate, travel and any translation of scripts. | Two quotes line up in the same rows. |
Who reviews what
The programme owner approves scope and introductions. The stage manager or production lead owns cues and timing. The committee chair or host organisation approves any wording about dignitaries and protocol order, which is usually the most sensitive text in the script.
- Protocol order for guests should come from the host organisation, in writing.
- Sponsor acknowledgements follow the agreed sponsor list, not the emcee's recollection.
- Anything touching safety announcements should be supplied by the venue or the safety lead, to be read as written.
Questions to ask the emcee before booking
- Which segments of this programme have you hosted in this format before, and what did you do when the schedule ran late?
- How do you prefer to receive cues, and what do you need to see at the lectern?
- What is your approach to unfamiliar names and technical terms, and how do you want pronunciations supplied?
- What is included in your fee: rehearsal, script work, hours on site, overtime and travel?
- Who covers if you are unable to attend, and how soon would you tell us?
Common gaps
- The emcee also becomes the panel moderator without anyone agreeing to it, then neither role is prepared.
- Speaker bios arrive the night before and the introductions are improvised.
- Two people give the emcee conflicting time cues from different positions.
- Overtime is not stated, so a 30 minute overrun becomes a billing discussion.
Worked example · Fictional example
A fictional association's one-day forum
Fictional organisation and figures, used only to show the level of detail.
The Persatuan Fiktif Jurutera Bangunan hosts a one-day forum for about 300 members. The secretariat head writes the emcee brief after receiving two quotes that differ by a large margin.
On comparison, one quote includes a half-hour briefing and drafting of introductions, and the other covers hosting hours only. The secretariat adds the missing rows to the brief, names the honorary secretary as approver of introductions, and names the stage manager as the only person who can change timing.
Use this yourself
Emcee brief template
Copy into a document and send with the draft programme. Anything unknown should say Not decided, with an owner and a date.
- Event name, date, venue and hall; audience and approximate size:
- Hours covered, call time, rehearsal or briefing slot:
- Segments hosted (opening, links, introductions, housekeeping, closing):
- Segments not included (for example panel moderation):
- Languages per segment:
- Documents supplied and the date each will be sent:
- Who approves introductions and sponsor acknowledgements:
- Protocol order source and approver:
- Who can change the running order, and through what channel:
- Price basis: hours, rehearsal, scripting, overtime, travel:
- Replacement arrangement if the emcee cannot attend:
- Acceptance: cue sheet reviewed at rehearsal, names and titles checked, sign-off by:
Handle it in-house, or bring in help?
Your team can usually handle this when
- One programme owner can write the cue sheet and supply bios on time.
- The programme is a single room with one stage manager.
- You have hosted with the same emcee before.
Outside planning help earns its fee when
- Several speaker groups, languages or dignitaries make the cue sheet hard to keep consistent.
- The emcee, stage manager and venue each hold part of the schedule and nobody holds all of it.
- You are comparing several quotes and need them put on the same basis.
Want the emcee brief tied into your supplier pack?
An Event Blueprint can assemble the emcee brief alongside the venue, audiovisual and photography briefs so each supplier receives the same running order and approvals. Send your draft programme and the quotes you have received so far.
Questions organisers ask
Should the emcee write their own script?
They can draft introductions, but the programme owner approves the text. Facts about speakers and the organisation should come from the organiser's own bios and protocol list.
Is the emcee the same person as the panel moderator?
Not necessarily. State in the brief whether moderation is included. It needs separate preparation with the panellists.
Can the emcee announce safety information?
Only text supplied by the venue or the person responsible for safety, read as provided. The emcee does not create safety content.
Related resources
Content record: Draft. Written from the cited sources and checked by automated rules; not yet independently reviewed.