“The achievements of an organization are the results of the combined effort of each individual.”
It is not easy to plan and execute a successful event unless you have a good team to rely upon. Make sure the team you select for an event has the people with right skills for fulfilling various roles involved in organizing the event. Lucid and effective communication is an imperative.
ASSEMBLING A TEAM
The size of the team you assemble together for an event depends on the size of the project you have on hand as well as on the resources available to you. Generally, the bigger the scale of an event, the bigger the team. Don’t be reluctant to ask for help if you need to do a good job of your event. When planning your event, clearly identify who to direct questions to. This will reduce the time spent in resolving issues.
Your business is the very reason for your organizing the event. Make sure that different areas of your business work together to ensure that you start with the right conception and budget for the event. Clearly communicate the deliverables to all the concerned areas of the business and then follow up meticulously.
KEY ROLES OF EVENT ORGANIZING TEAM
Some of the key roles involved in organizing an event are summarized below. Needless to say that an individual member can also be skilled to carry out multiple roles. Similarly, very large events can require separate teams for various roles.
Your procurement people are experts in buying at professional levels and their experience should come handy while organizing an event. The challenge, simply put, is to get the best deals from the best suppliers. Ask your procurement expert to take a proactive approach by providing her input in the budgeting process and always providing heads-up for any likely cost-changes.
A Project or Event Manager needs to be designated early in the process of organizing an event. This position ensures that the event is organized as planned, on time, and within budget. It is likely that, in addition to the supervision, the project manager will share some of the direct responsibilities with his team members. The project manager’s role begins with the research about the aims and requirements of the event followed by looking into the options about suppliers, venue, entertainment etc. His next job involves coordination to make sure that everything happens on time as it is supposed to and the event is executed as envisaged. This includes managing suppliers and the venue, communicating with and managing staff, managing publicity and branding, managing execution, and managing logistics.
You need a person to guide the planning of your event from the production side. The production manager looks after the design, making and form of an event, managing lighting, staging, and performances and is involved in all technical decisions. The production manager ideally works with the creative team to evolve a theme for your event. She runs planning sessions or meetings for the content development. The production manager may also suggest guest speakers, where needed.
KEY ROLES OF CREATIVE TEAM
Coming up with creative themes is one of the most interesting part of conceiving and putting together events. You will need one or several people to play the following roles on the more creative aspects of your events.
Will work closely with the organizing team to outline the reasoning to describe how you have decided on a creative bent for your event. The strategy person also makes sure that the Unique Selling Point of an event is completely aligned with the very purpose of the event.
Infuses spirit into your event objectives with a unique identity and a resonant theme to make sure that the event communicates your brand and the key messages. This person develops an overall creative strategy, briefs the designers and art-workers in the event team, and reviews the final designs and artworks to make sure that they are of the highest quality possible.
Looks at a space and visualizes how it may be best used for your event. This person helps you see what you envision materializing at the event by creating 3d models of the site. Often this may not be needed when you are using a venue that is already well set up and does not require you to bring additional props or staging.
Works on the designs of the artwork and print material to be created for your event. This person also ensures that your logo and brand are represented appropriately through all printed material.
ROLE OF AN EFFECTIVE TEAM IN EVENT PLANNING AND PROCESS
DECISION MAKING EFFICACY
Having put a team in place, you need to ensure that the decision making process during the build of your event ensures efficient and timely execution of the plans. Ask yourself what are the sign-offs required and what is the decision making process involved. Executive approvals, for example, can have significant knock-on effect on approval times and the ensuing execution. Clearly communicate the level of details senior executives want to know and aspects they want to be involved in so that you can run a smooth planning process.
Once you and the team have decided on the final approach to organizing an event, it is important to document the details. Draw up a complete project plan for your event, enumerating all the actions that need to be undertaken to realize the project’s objectives. Some of the areas it includes are:
- Project Lead responsible for all the approvals
- Important Objectives to be achieved from the event
- Responsibility, including what each team or individual will do during the build of the event
- Markers for accomplishing milestone steps during the course of organizing
- Key Performance Indicators (KPIs) that need to be identified and measured
Effective communication during the course of planning an event is just as important as the organizing skills. The communication tools (meetings, calls, emails, texting etc.) and, though, the extent of their use will vary based on the size and nature of your event. Even in this digital age, old fashioned ways, like a face-to-face meeting, are still very useful in event planning to elicit a quicker and more candid response. Whether it is a meeting or a conference call, circulate your agenda for it in advance so that people turn up prepared. It is also an opportunity for you to make sure that any subject that needs to be discussed is not missed. Also do not forget to record things in writing, written communication is essential for smooth planning of an event. Make and share status reports at regular intervals so that everyone is abreast with the progress and, if necessary, can voice their suggestions in time. A status report not only keeps everyone in the loop but also provides a great paper trail.
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