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Event Planning – A Team Effort

Planning an Event? Ensure you have the right Event Team

When organizing a meeting of any size, individuals are needed to handle logistics, content and format, marketing, and implementation. Depending on the size of the event and skill set of your team, you may also need a project manager and a project management tool to track your work, a salesperson to sell sponsorship or vendor spots, and other staff for unique functions. [1]

A single individual can fill each of these roles – and many do when planning small events. When planning each new event, it’s important to explore each functional area and consider whether bringing in additional help will make your event more successful. Below are a few areas for you to consider but, remember that each event is different and may require less or more unique roles and people to assist.

The Event Manager

The Chair, Project Manager, Leader, they go by many names but, this person oversees all activities, maintains the list of to do items, and checks in often with the team to ensure tasks are being completed. A strong Event Manager can ensure you have a strong and effective team and quickly identify and resolve issues before they become disastrous. Look for someone with strong leadership and organizational skills.

Logistics

This person oversees selection of the location, room, food, identifies how guests will travel to/from the event, and that there will be reasonable accommodations for those with food and physical limitations. When sourcing venues its recommended that this person use a sourcing score card and have a high attention to detail. [2]

Operations or Implementation lead

This person oversees the event on-site, ensures that each meeting area receives the tech, seats, tables, and other items it requires, communicates with the venue, and assists guests. Volunteers can be very helpful hear with a single person to oversee and offer advice. [3]

Content Generators

These individuals may include your education committee, creative lead, or a combination or both. They ensure that the presentations, workshops, and other content provided to attendees are consistent, relevant, and have a logical flow. Look for someone with strong analytical and evaluative skills that has a clear understanding of the goals and theme of the event. [4]

Whatever approach you take, ensure that you establish goals for the event and that all team members understand those goals and how their work contribute to the success of the event. Have a clear channel of communication with each team member, assign tasks to ensure accountability, and meet often to discuss, consider, and pivot when needed.

Consider the below links for additional examples of team roles and responsibilities.

[1] https://www.wildapricot.com/articles/how-to-plan-an-event#event-goal

[2] https://www.gevme.com/blog/organize-event-team/

[3] https://splashthat.com/resources/event-marketing-guide/event-team-roles-and-management

[4] https://www.eaglesflight.com/corporate-events/blog/the-key-players-you-need-for-a-successful-event-planning-team

Looking for more inspiration? Try these two articles:

Developing a Successful Presentation

Combating Presentation Jitters

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