When organizing a conference, choosing the right host and how they conduct themselves is crucial, as they become the face of the event. A host does much more than just follow a script—they serve as a bridge between the speakers and the attendees, helping to shape the overall atmosphere of the event.

That said, the concept of a “host” at a conference isn’t that common. Throughout my experiences attending conferences in Japan and abroad, I’ve rarely encountered events with dedicated hosts. More often, a representative from the organizing team will greet the audience, or an MC will introduce the event’s speakers.

Recently, I had the opportunity to host a design conference. Although my background is in design, hosting for the first time was an eye-opening experience. In this article, I’ll share some of the valuable lessons I learned.

Discovering the Role of the Host

I first encountered the role of a host at Design Matters Tokyo 2022, a design conference originating from Denmark.

What is Design Matters?
Design Matters is a global community of designers who push the boundaries of digital design and inspire each other. Founded in Denmark, they host design conferences in cities worldwide, from Copenhagen and Tokyo to Mexico City and Lagos. They also run a web magazine called “DeMagSign.”

Although Design Matters is a business conference, it maintains a relaxed atmosphere where attendees participate in casual clothing, encouraging engagement. The event is conducted entirely in English, and it’s the host’s responsibility to keep the energy upbeat and positive throughout. With the same host guiding the two-day conference, participants feel a sense of familiarity, while interactive cues—like prompting audience applause—enhance the overall experience.

When I had the chance to speak at the event, I was truly grateful for the support of the host. Public speaking isn’t my strong suit, and with so many talented speakers around, I felt nervous about my presentation. But as soon as I stepped off the stage, the host immediately said, “Great job!”—a small gesture that gave my confidence a huge boost.

Two years later, in 2024, the organizers of Design Matters invited me to take on the role as host, giving me the chance to contribute to the event in a new way.

Aiming to Be a Host Only an Introvert Could Be

When I was invited to host this time, I wasn’t sure I was the right person for the role. As an introvert, speaking in front of people doesn’t come naturally to me, and it was hard to picture myself as the one to take on that responsibility.

I was upfront with the organizers at Design Matters about my introverted nature. They responded by saying, “Many designers are introverts, and that’s why an introverted host could really resonate with the audience.” This made sense to me—if I were in the audience, seeing someone like myself on stage would definitely feel reassuring. They also mentioned that, in the past, they’d hired professional hosts, but it never quite matched their vision. It became clear they were eager to choose a host from within their own community.

Their encouragement gave me a fresh perspective on the role, helping me see how my introverted qualities could actually create a more relatable and authentic experience for the audience.

In all honesty, I was probably a bit of a clumsy host. I found myself thinking afterward, “I could have done this differently,” or “I could have handled that better.” But embracing the unique strengths that come with being an introvert allowed me to present as my true self, without feeling self-conscious or comparing myself to previous hosts. Throughout the conference—and even afterward—I was deeply touched by how many people—staff, speakers, and attendees—thanked me, both in person and through messages, for my contribution.

My main goal as a host was to create an environment where people could truly connect. I’m incredibly grateful for the connections I’ve made through Design Matters as each year brings new faces and reunions. I wanted attendees to leave with new friends or potential collaborators. But as someone who finds it challenging to start conversations with strangers, I understand how intimidating that can feel. Finding the right words doesn’t always come easily to me.

As I planned the flow of the event, I made a point of designing it with people like me in mind—those who are a bit shy and need some warmth and encouragement to step out of their shell. My goal was to create an atmosphere where even the quietest attendees felt comfortable reaching out and connecting with others.

Creating the Right Atmosphere with Two Hosts

One key difference this time around was that the hosting role was shared between two of us. Partnering with Roy, a fellow designer and business owner, truly heightened the experience.

Roy had previously participated as both a speaker and an attendee at Design Matters, so he was familiar with the event’s core values. Like me, he’s relatively introverted and shared the vision of creating a warm, welcoming environment for everyone.

Working together sparked ideas we might not have come up with on our own. From a practical standpoint, having two hosts also helped reduce risks—if one of us couldn’t participate last minute, the other could step in without missing a beat.

As hosts, we had to stay on top of the event’s flow, asking thoughtful questions and providing support throughout. By dividing the roles and alternating responsibilities for each speaker session, we were able to balance the workload and maintain our focus and energy.

Having two hosts also brought a dynamic energy to the stage, allowing us to play off each other and keep the flow going. This helped ensure that even the quieter moments remained lively and engaging for the audience.

What Attendees Look for in Conferences and Events

The role of a conference host goes beyond simply moderating. As a bridge between speakers and the audience, the host plays a key part in shaping the atmosphere and fostering connections among attendees. There are many situations where this kind of hosting is essential.

With so much of our work now shifting online, the value of in-person interactions has only grown. In this environment, the ability to curate an event’s ambiance and attendee experience is a skill that will continue to be in high demand. Designers, who are always thinking about the “user” and the “experience,” are well-positioned to use their strengths and make a meaningful difference in this area.

What I learned at Design Matters is that a conference isn’t just about the presentations—it’s about the atmosphere and the experiences that unfold both inside and outside the venue. If it were only about absorbing information, watching videos at double speed would be far more efficient. But I believe what attendees really seek from a conference is something deeper, beyond just efficient learning.

The real challenge is how to design those experiences. Creating a space where people feel safe, engaged, and able to enjoy themselves, while also building a sense of community, is a skill that’s becoming increasingly important. Events like these give us the chance to create environments that don’t just inform, but also connect, inspire, and support everyone who attends.

Ready to Be a Conference Host? A Checklist of What You Should Keep in Mind

After actually taking on the role, I realized that a host’s responsibilities are actually quite varied. To give you a clearer sense of what’s involved, I’ve put together a list of the tasks I handled as a conference host.

Of course, these tasks may differ depending on the conference content and the hosting style you choose. Since Design Matters is a conference held in English, it might be a bit of a unique case. Nonetheless,I hope this list can serve as a helpful reference point for anyone preparing to host or MC an event in the future.

Preparation Phase

1. Orientation Meeting and Initial Greetings with the Event Team

First, I had an online meeting with the Design Matters team, which included members from both Japan and abroad. During the session, I asked about their expectations for the host role and discussed my specific responsibilities.

Next, a shared Slack channel was set up for the speakers and event team. About 2-3 days before the event, I sent direct messages to the speakers to introduce myself. This brief online greeting helped put faces to names, making our in-person interactions feel more familiar.

2. Equipment Check Rehearsal and Slide Adjustments  

A rehearsal was scheduled the day before the conference for checking equipment. I participated alongside the speakers, ensuring their slides displayed correctly. This rehearsal allowed us to resolve common issues, such as small text on speaker notes or formatting glitches from converting Google Slides to Keynote. Going over these details together helped ensure the presentations went smoothly without any disruptions.

3. Planning Networking Sessions to Foster Connections Among Attendees

A key role of the host is to encourage connections among attendees. Even simple icebreaker activities before sessions can help people feel more comfortable with each other. For this event, we included a dedicated networking session that I planned and facilitated. Knowing that many people find it hard to approach strangers, we provided structured themes and prompts to guide conversations. Although this session was added last minute, I believe it made a real difference in helping attendees feel more at ease and engaged.

4. Preparing Speaker Introductions 

Introducing each speaker is an important part of the host’s role. Since speakers are often nervous before they present, I kept the introductions simple and refrained from asking questions immediately. I focused on sharing the key details from their bios that would be most relevant to the audience.

In previous events, I used an iPad to read the introductions, but this time, I printed a script. This gave me the flexibility to add notes and make last-minute changes, helping me deliver introductions smoothly.

5. Confirming Pronunciation of Names

For speakers with names I wasn’t sure how to pronounce, I made sure to ask in advance. Since preferred pronouns (he, she, they) aren’t always clear, I also checked their bios to ensure I used the correct ones.

6. Helping with Event Promotion and Outreach

I worked with the media team to put together an article featuring the conference hosts. The article highlighted what made the event unique, what Roy (my co-host) and I were most excited about, and shared insights on Japanese design for the international attendees. This helped to spark interest and promote the event.

Reference: INTERVIEW WITH THE HOSTS OF DESIGN MATTERS TOKYO 24 – WITH SHIHO YOKOYAMA & ROY HUSADAI

Responsibilities on the Day of the Event

1. Active Communication with Staff

Last-minute changes to the program or venue details are common on the day of the event. I worked closely with the staff to stay informed and made any necessary announcements to ensure everything ran smoothly. Having built strong relations with the team over the past two years, it was easy for them to consult with me, and we were able to coordinate seamlessly.

2. Filling the Gap Between Sessions

This conference didn’t have dedicated Q&A sessions, but if a speaker finished early, I stepped in to ask a few questions on behalf of the audience. This helped fill the gap and kept the momentum going.

In order to ask relevant questions, I needed to stay focused and carefully listen to each presentation—which wasn’t always easy! When there was extra time and I sensed the audience getting tired, I encouraged everyone to stand and stretch. This helped re-energize the room and keep everything on track.

3. Following Up with the Speakers

The speakers had various requests, such as:

• “Could you take some photos of me on stage for social media?”
• “I might have extra time—could you ask this specific question?”
• “I plan to ask the audience a question, but if no one responds, could you step in?”

On the day of the event, I made sure to accommodate these requests, as I felt they helped create a better experience for everyone. I think the speakers felt comfortable making these requests because we had built a relationship beforehand through Slack and the rehearsal session.

4. Opening and Closing Sessions

As the host, I led the 30-minute welcome session at the start of the conference. This included key announcements and an overview of the conference’s vision and theme. While this time is often filled with logistical details, it’s also an important opportunity to set the tone for the event, so thorough preparation was essential.

I focused on creating a warm and supportive atmosphere within the community, encouraging everyone to cheer on each speaker and to smile when making eye contact. When introducing the theme, I built excitement by referencing design books, current events, films, and designer quotes—offering context that would spark curiosity and set the stage for the sessions to come.

In the closing session, after expressing our sincere gratitude to everyone involved, we gathered all the participants for a group photo, ending the conference on a memorable note.

And that’s a wrap on my journey as a conference host! I hope my insights can help make the process of planning your own conference a little easier and more enjoyable. Wishing you all the best with your event planning!