Setting up event management team – where to start

 

There are no ‘off the peg’ organizational structures that can be employed to deliver events. Each event is as individual as the objectives it aims to achieve – and the people that deliver it. Whatever your particular set up, it is key that you select the right team with the relevant skills to take the event forward. During your initial planning you will have identified what has to be delivered. Putting the right team together is essential to success. Depending on the type and size of your event (and the resources available to it), key areas of responsibility may include:

 Event Director

Event Producer/Manager

 Production Manager

  Event Administrator

Event Assistant

  Finance Assistant

Marketing Manager

 Media Manager

 Site/Venue Manager

 Fundraising/Sponsorship Manager

  Programme Manager

  Production Designer

 Information Assistants

 Artist/Participant Liaison

Stage Management 

   Production Crew

Runners

The above list simply provides an example of the kinds of roles that may be appropriate to an event. It could be that your event requires a range of roles, a much expanded team, or maybe just two or three people supported by volunteers to deliver all aspects of event management. Whatever the case, ensure that you are sufficiently equipped to meet the challenge.

The process of putting the team together starts with drawing up job descriptions for the various roles you wish to create. These should state simply and clearly what you expect each person to do. This should help you clarify the actual roles you need to put in place and the skill sets required. The next stage is to decide the nature of each agreement: are you seeking a freelancer, short-term contractor or permanent member of staff? Will you pay weekly or monthly? Will you pay overtime? How many hours a week? How many days holiday? Will any bonuses be paid? You should aim to provide the right conditions to attract the kind of staff required within the budget available.

Once you’ve decided on the roles that you require, it’s a good idea to draw up an organizational chart or staffing plan setting out the structure of your event team. This will help you demonstrate the chain of command.