Setting up event management team for wider event

The Wider Team Events

When we talk about the ‘Event Team’ we mean the key individuals employed (or working on a voluntary basis) to deliver the event. In addition to the core event team, it is likely that there will be many others who will make up the wider team responsible for the event’s success. These may include, for example:

> Steering Group – events that involve partnership working and funds are usually overseen by a ‘Steering Group’ often made up of representatives of the various partners. This group is responsible for giving advice and general direction to the event and for ensuring that the interests of all funders are appropriately delivered.

The Steering Group may represent the board (if there is one), or there may be a separate Board of Directors responsible for key policy decisions. Dates for Steering

Group meetings should be agreed well in advance to ensure good attendance and engagement from all partners.

> Board – depending on your structure, you may well have a Board instead of (or as well as) a Steering Group. A Board is likely to have direct liability for the event as well as responsibility for policy and direction, whilst a Steering Group usually works in an advisory capacity only. Whatever your situation, you will need to determine where the ultimate responsibility and decision-making power lies.

> Sub-Groups – aside from the event team and Steering Group, events often need to create sub-groups in order to address and effectively manage certain issues/areas.

For example, for a major outdoor event, it is likely that a joint-agency sub-group involving the event management, emergency services, police, local authority and security contractor will be convened to consider and action Health and Safety planning. Other groups such as a ‘marketing sub-group’ and ‘programming subgroup’ may be formed. Only form sub-groups as necessary – not for their own sake – and keep subscription restricted to those with the required knowledge, experience and ability to provide active input. As the event manager, you should act as the coordinator for all sub-groups and should feed all outcomes back to the event team and Steering Group/Board.  

Other Services

In addition to the above, the services of additional staff, contractors and suppliers are usually required.

These may include:

> Event officials

> Security

> Stewarding

> Medical

> First Aid

> Catering

> Box Office and Front of House

> Technical: staging, structures, lighting, sound, power, etc

> Market researchers

> Concession operators

> Legal and other business services

Ultimately the success of your event will be directly related to the effectiveness of your team and overall structure – so take time in the early stages to plan and get this right.