How to give your hosts visibility

Reading James Lancaster’s rather amusing piece on host dignitaries and their thank yous, it struck me that while the critique is valid, there are also practical opportunities to do this better. Not by pretending dignitaries don’t exist, but by helping them contribute in ways that add value. Here are some ideas:

For organisers

Care for your dignitaries. Treat them like keynote speakers, because they are speakers. Their status doesn’t replace preparation, and many dignitaries need more support, not less.

Brief them properly. Be clear about the role you want them to play and why. Articulate your expectations, share the context, and inspire them. This replaces the ambiguity with focus and reduces the likelihood of rambling thank yous.

Bring them together pre-event. Ask them to arrive with what they plan to say, then get them to say it to each other. It sharpens thinking, removes repetition, and raises the bar for everyone.

Spread gratitude across the event rather than concentrating it on stage time. And put things in place that allow appreciation to be visible without being verbal. For example, have a single, generous thank-you slide as a backdrop for the dignitaries’ contributions. Use thank you messaging on signage throughout the venue to express gratitude.

And for dignitaries

This is an opportunity, not simply to thank, but to say something that moves your audience.

You have the chance to engage delegates, to share what you hope they will take from the conference, and how they might contribute—to the city, the sector, or the future you care about.

If you’re stuck, working where these four pots intersect will get you moving: the conference theme; the host city; the delegates in the room; your personal connection with the event.

Write something about each, then rub the ideas together. You’ll almost always find a spark. Blow on it, and you’re likely to arrive at something far more engaging than another thank you.

If nothing emerges immediately, find someone you trust and talk it through. Thinking out loud often produces insights that writing alone does not.

Ultimately, this requires a bit of bravery from both organisers and dignitaries. Organisers need to lean into these conversations. This is your audience, your event, and your host city. Be kind, but be clear. Be supportive, but be firm. Clarity is a form of care.

And when dignitaries understand what’s expected of them, they usually appreciate it. Freed from the obligation to perform as standard, they can elevate their contribution into something genuinely meaningful for themselves, and for the delegates.

About the author:

John Scarrott is a communication skills trainer and ICF PCC Coach. He supports associations, societies and federations to add value to their events by offering training that enhances the performance of their speakers, chairs and facilitators. Find him at AAE where he provides in-house training https://www.associationexecutives.org/training/trainers/john-scarrott.html and at www.linkedin.com/in/johndscarrott/