You accepted to be the MC at your best friend’s wedding reception but is this what you signed up for? The music is so loud that guests have to virtually scream to chat with one another. The buffet queue reminds you of the line at a busy polling station on voting day - winding and ever growing. The event itself feels like a movie shot entirely in slow motion – it started one hour late and there are still two more songs to go before the cake is cut. As if this isn’t enough, an irate guest calls you over to ask why she’s had to wait all this time without being served even a drop of water. “Don’t you know I’m the bride’s colleague? What’s the meaning of this koraa?”
Welcome to the wonderful world of the MC. Sometimes you may feel overwhelmed by the many things that are going on simultaneously. You may wonder whether your real role is to be a master over chaos instead of what your title says in the brochure: master of ceremonies. But is it your fault that the couple packed the programme with so many performances? And why should anyone blame you for the slowness of the waiters? The truth is that you the MC are responsible for the smooth running of every aspect of the show. That means you need to see your role primarily as Event Manager tasked with satisfying your customers. So who are these customers anyway and what exactly are you managing?
Know Your Customers
At a wedding reception, your number one customers are the brand new Mr. and Mrs. Your job is to keep them relaxed and radiating happiness all the time. This means not giving them a running commentary of all the things that are going wrong like a shortage of drinks or delays from the caterer. Another set of important customers are the service providers – the DJ, ushers, caterer, waiters and security. You have to coordinate their activities to make the event a success so your job is to keep them informed about the inevitable twists and turns in the programme. Your final group of customers are the wedding guests. Without their involvement, the reception will lack real atmosphere. They, like the couple, also need to be relaxed and engaged with the event. Now you know who your customers are, let’s turn our attention to what you should manage to enhance their total experience.
Manage the Noise
DJs can make or break any event. The best way to handle such a key person is with respect. Get to the venue early, introduce yourself as the MC and continue by saying “And your name is…” He will give you his name and from then on you should use it. Anytime he turns up the volume to assault levels, approach him and politely ask him to turn it down to a specific setting. Never abuse your power as the MC by ordering the DJ to lower the volume. He will resent your public criticism of his work and may even turn up the music in protest. Then you’ll have a hard time satisfying your audience and the couple. Feel free however to openly compliment the DJ on his choice of music. He will return the favour by cooperating with you.
Manage the Queue
Getting people to queue in an orderly fashion to serve themselves can be a daunting challenge. By the time food is ready, guests who also attended the religious or traditional service may have already have been sitting down for 3 or 4 hours and would have been very hungry. If you make the mistake of starting with guests at the back, those closest to the food tables will invite themselves into the queue, just like drivers who use the shoulder of our roads to beat traffic but rather end up creating even more congestion. The best way to manage a buffet queue is this: get the wedding party and VIPs to serve themselves first and then continue with those closest to the mouthwatering aromas. End with those at the back. I learned this trick from the Food and Beverage Manager at Golden Tulip Accra and it is foolproof. Use it.
Manage the Time
This aspect of a reception is entirely in your hands as the MC. Remember that the items on a printed brochure are just a guide for you. They are not cast in concrete. You shouldn’t have to wait 30 minutes to get started just because the designated person to for the opening prayer is caught up in traffic. Consult with the event planner, get a replacement and move on. Respect your customers by valuing their time. You shouldn’t punish those who arrived early by making them wait for the latecomers. To save time, you can run some items simultaneously. For example, the toast can be proposed right after the bride and groom have had their meal instead of waiting for all the guests to finish eating.
Manage the Mood
As the MC, you set the tone for the event and so you are responsible for the mood of all your guests. Remember you are running the event on behalf of the couple who are your hosts. Right at the beginning, tell the guests you are their personal customer service manager. Assure them that they are going to have an enjoyable and memorable time. Remind them that if they don’t get the service they expect, they should direct their complaints to you alone. Don’t leave the service providers out – they contribute to the mood as well. If you decide to invite guests to dinner 15 minutes earlier than scheduled, alert the caterer and waiters. Before the first dance, check with the DJ if he has cued the correct song. The bride won’t be amused if she is forced to dance to ‘Ashawo’ instead of ‘No-one Like You’. You will successfully manage the mood of an event when you anticipate all events and take nothing for granted.
Are you on MC duty over the weekend? To minimize chaos and maximize satisfaction at your next wedding reception, here’s what you need to remember:
• Know your customers;
• Manage the noise;
• Manage the queue;
• Manage the time; and
• Manage the mood.
Pay attention to every one of these details and you will master the ceremony.
You can do it!
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