How well your event goes has a lot to do with how well your event team works together. The perfect event team works together from day one, ensuring that every aspect of the event goes off without a hitch. While not everyone on the team has to be an experienced event planner, it’s a good idea to have at least a couple of people who have planned events before and know what to do when things don’t go as planned.
Event Team Roles
When putting together your event team, you’ll want to include some people to cover specific roles.
- Event Manager: It’s important to have a key person in charge of the entire event. This person will coordinate the chairs of the different areas and make sure all the fine details of the event are taken care of. The event manager is typically the decision maker. This person has final say and serves as a point of contact for the entire team.In addition, during the event, the Event Manager sees that everything is running smoothly and serves as a key point of contact should something go wrong. This person needs to have the ability to juggle multiple tasks and should be a problem solver.
- Venue Management Chairperson: When choosing the venue, this person leads the committee in charge of choosing a location, picking a date and coordinating with other chairs to ensure the date and location works for everyone involved. This person also figures out which rooms different events will be held in.
- Speakers/Workshops Chairperson: This chair is in charge of lining up the different workshops that will be available at the conference and also finding the Keynote speaker for the event. This chair or committee also schedules the workshops so that they run at different times on different days.
- Entertainment: During the event, you’ll want some different types of entertainment. For example, you might have a band in on a gala night or a special entertainer for other events. The entertainment chairperson is in charge of lining up entertainment and bargaining to make sure the booking fits into the entertainment budget.
- Publicity: Marketing is vital to the success of your event. You’ll want to promote the event itself to help bring in registrations. However, you’ll also want to line up promotion during the event, which can help with future conferences by getting the word out about what you’re doing. The publicity person should create press releases, line up interviews with media and get the word out about special speakers. He will need to coordinate with the entertainer and speakers/workshops chair.
- Sponsors: Even a well established event has a set budget from year to year. One way you can gain more funds in your budget is through event sponsors. These people pay a fee for representation in your event guide or on a banner at one of the functions. The person in this role will contact companies whose services might apply to those attending your event and try to secure sponsorships.
- Volunteer Manager: Hopefully you will have a lot of volunteers willing to help you put the event on. You’ll need everything from people to set up tables for a dinner to people ready to register event attendees. The volunteer manager makes sure these people are serving in roles where they are most skilled and that all jobs are covered. She also will help line up the volunteers in the first place, figure out what incentives volunteers receive (such as a reduced conference fee) and works with others on the event planning team to work out the details.
These are some of the more important roles in your event team. There may be other roles as you go along and you’ll want someone in charge of creating event paperwork and processing registrations. With the right team, your event will run smoothly and attendees will be anxious to return next year.
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