Wedding emceeing and Announcements
This guide will give you an accurate example of how to approach the day of client liaison for Big Party Entertainment. Please always feel free to ask any questions.
PRIOR TO ARRIVING:
Review the calendar, copy it into your notes, put it in a format that you can easily understand…
WHEN YOU ARRIVE TO THE VENUE:
Be dressed presentably incase you run into any guests or the planner on your way to the stage area.
If possible, set up yourself (phone clip, water bottles, etc…) on stage first so it’s not something you have to worry about if the planner keeps you.
Have a good understanding of the timeline when you get to the venue so that is as soon as planner is ready to go you don’t have to waste any time. Write down any questions you have ahead of time and ask the planner AFTER you’ve reviewed the timeline with them (they may answer them in passing while going over the night). Only bother the bride and groom if it is 100% necessary— which it almost never is.
WHILE REVIEWING THE TIMELINE:
The planner will usually come to find you before or during cocktail hour. Rarely will you need to go find them so stay put— It will make their job easier, and they’ll appreciate it. If for some reason you’re cutting it close, find them… You want to make their life easier, but reviewing the timeline IS something that you need to get done.
Let the planner talk first!!! Let them run down the night and make sure what you have lines up. If something logistically does not make sense for the band, it is ok to bring that to their attention, but for the most part, the flow will be correct. (Pete speaks with the bride & groom a few days before.)
Make sure you ask if any part of the evening is a SURPRISE (for example, maybe the groom is surprising the bride with the FD songs or the bride is surprising her father with the parent dance song), because that’s definitely something that you DO NOT want to ruin.
Usually by the time cocktail hour hits, the planner is moving very fast. It’s important for you to be organized. You most likely won’t see them again until you’re lining up the bridal party for their Introductions.
Before you finish with the planner, confirm WHERE & WHEN the band will eat and confirm vendor meals (allergies and dietary restrictions).
LINING UP THE BRIDAL PARTY:
The bridal party gets held outside of the room, and guests will start to enter. (BAND should start playing at this time.)
Once you have a decent amount of guests in the room, look for the planner— they will most likely be coming to find you and bring you to the bridal party. If you don’t see them, but find that the room is almost full, make your way out to them…
When talking with the bridal party, make a loud and clear announcement and get their attention. Introduce yourself, let them know that you’ll be the MC for the evening and the singer in the band.
Explain to them that you’re going to get them in order to be introduced and make sure you have everybody’s names pronounced correctly. Ask them to double check your pronunciation as you say their name and line up in the order that they’re called…
Once you have everybody lined up in order and have run through all of the names, it’s time to quickly talk to the bride & groom.
TALKING TO THE BRIDE & GROOM:
First, I ask how they’d like to be introduced, and let them know what I have written. (The less thinking they have to do the better! But, you do want to double check everything…)
Next, I double check, once again, that nothing is a SURPRISE. And ask if I can I give a quick rundown of the night…
I give them the shortest, quickest run down that I can to make sure they feel 100% comfortable, but so long as nothing is a surprise, I try to throw in all the special dance titles so there is no mistakes later in the evening. Also,
this is when you could double check the pronunciation of the people giving the Toasts/Blessing.
I explain to them that the ultimate goal is for them to be as comfortable and care-free as possible. It’s their night after all!!! Get them excited!
I mention that if at any point they feel funny on the dance floor during their slow dances, to give me a thumbs up and I will fade out the band as soon as I can… However, I do remind them that it is their day and they should soak up all the attention and enjoy their moment!
Keep in mind while you’re talking to the bride & groom that you have everyone else already lined up (they’re most likely tipsy and won’t last in formation very long!!!)
Before heading out of the room, I run down the bridal party names once again (do it quickly!) and tell them when they walk out to come all the way to the dance floor and form a semi circle with their backs to me on stage, so that when the couple has their FD, they will be in the background and their smiling faces will be in the photos. Then I tell them that I will meet them out on the dance floor!! (At this point, you’re trying to hype them up a bit so they’re excited walking in!)
I then ask the coordinator to give me just two minutes in the room to make sure the band is ready to go and to get the guests attention.
IN THE ROOM+INTRODUCTIONS:
Once I’m back in the room I make sure the band is ready to go…
Then, ask everybody in the room to find their way back to their seats if they are still standing— You may have to do that more than once. Make sure you do it as elegant but clear as possible and with a firm tone in your voice, if that makes sense.
“If I can please ask everyone to find their way back to their seats, we have some very important introductions to start the night off!”
“If I can please ask everyone still standing to find their way back to their tables, it’s time for some very important introductions!”
Some nights this will be simple, some nights it’s like herding cats… Don’t waste too much time on it, and once the majority of everyone is seated, move on.
Once you have their attention:
“Ladies and gentlemen may I have your attention as we start the night off, the band is called Big Party Orchestra and we are here to have a party tonight! (Get them hyped up for the introductions…) Without further adue lets get started with some very important introductions to kick the party off! Band, you ready?!”
Once the band starts playing you ask the room:
“If you could please direct your attention to the main doors (or wherever they’re entering from) and put your hands together, I’d like to call in first, the ________ (first couple to be introduced)!”
Let them get to the dance floor and let the applause die down a bit and move on to the next group, and so on. Remember to give each pair some time to get on the dance floor and then step off to the side.
After you announce the MOH(*Maid or Matron Of Honor) and BM(Best Man) and they’re on the floor, You then move on to announce the Newlyweds.
“At this time I would like to ask everyone to please RISE TO THEIR FEET, and PUT YOUR HANDS TOGETHER, it is our honor to introduce to you, THE NEWLYWEDS Mr & Mrs _________”
Once the couple is in the room and on the dance floor announce:
“And now, the couple will have their First Dance.”
- Make sure to introduce yourself to the videographer and photographer so that you could stay on the same page. Most times the planner will be excellent, but sometimes they won’t be and you will need to hold things together.
- When it’s time for parent dances, make sure you personally see the parents in the room. Plenty of times I’ve experienced the planner telling me to go ahead and announce the parent dances and the FOB be in the restroom… It’s awkward for everyone in the room and especially the band and can be avoided if you locate them yourself if possible. Same with MOH and BM toasts.
- Make sure on the microphone that you check-in with the crowd from time to time. Keep the energy up! “How is everyone feeling tonight?!” etc…
- Check-in with the planner from time to time during the night. Ask them for cues on when special dances will happen and dinner is served, etc… They’re busy, but don’t be afraid to interact with them.
Written by: Julia LiGregni
Edited by: Peter Barquet