Event Planning Tips

How to Build “The Dream Event Planning Team”

By December 11, 2014 No Comments

I’m sure all of you are familiar with the term “two heads are better than one,” which first appeared in John Heywood’s A dialogue conteinyng the nomber in effect of all the prouerbes in the Englishe tongue, 1546 as “Some heades haue taken two headis better then one: But ten heads without wit, I wene as good none,” (as you can see, age has done this particular phrase very well) and that, you most likely did not know.

This saying has stuck around for nearly 500 years, and for a reason. We all know that working in teams can be more productive and more fun, but only with the right team, that is. This raises the question of “how exactly do I build a [successful] team?” The biggest struggle for me, in my personal experience, has always been finding the right team members; I used to hover around successful individuals at speaking engagements in college for a shot at asking them “how did you build such a successful team,” where I was always disappointed with the answer “I got lucky” or “you have to look in the right places.” I am here to tell you that those are not the best answers that do not even come close to solving the issue of how to build a team.

To answer the question of “how to build a dream event planning team,” or just “how to build a team” in general, we have put together a guide to follow if you are to building a team of any sort, especially event planning!

How to Build “The Event Planning Dream Team”

Start Here: Team Captain

Assuming you are the Team Lead, President of Event Planning, or whatever fancy title you may have obtained for planning your event and for building a team, break up the necessary duties into individual committees. You will be the visionary, making sure every breath your staff makes aligns with the overall goal of the event, which can vary from event to event, obviously. For event planning, your team of committees may need to look something like this:

Program Administrators

Handling everything from catering to programming of activities, the Program Administrators organize all the fine details of the event and is arguably one of the most important committees and positions.

Duties include:

Audience

  • Attendance number
  • Audience personas
  • VIPs

Venue

  • Picking the venue
  • Details of Venue
  • Site walkthrough

Catering

  • Will food be present?
  • What kind of food (related to audience personas and attendance number)
  • Menu development
  • Table seating arrangements and organization
  • Program of Activities

Schedule of Events

  • Include timing for all activities and content
  • Content creation/ideation for program
  • Scheduling entertainment

To wrap up with Program Administrators, the recommended number of individuals in this committee is 2 people. This allows for there to be just enough workload per individual and there are not “too many cooks in the kitchen.” This also allows for each of the individuals making up this committee to bounce ideas off of each other, get a second opinion from one-another, and makes it easy to communicate with the team lead and across other committees.

Creative Committee

The creative committee somewhat speaks for itself; they are your in-house ideators and implementers of the media, marketing, attendee engagement, and more!

Duties include:

Photography

  • Taking pictures before/during/after event
  • Engaging with audience and media

Videography

  • Taking video before/during/after event
  • Documents all sessions and program of activities

Multimedia Marketing

  • Putting together photo and video for session presentations and marketing
  • Runs Social Media, including hashtags
  • Develops branding, theme, visuals
  • Makes sure nothing at the event goes unknown or unnoticed

Print

  • Handles handouts and printed material
  • Schedule of activities and program
  • Catering menu and seating layout
  • Event/Venue Map
  • T-shirts and uniforms for staff and attendees

Website

  • Creates and updates the website for event
  • Includes multimedia marketing involvement
  • Schedule and carries out announcements

In conclusion, the Creative Committee can be a fairly intense job role and is subject to contracted labor for duties such as photography and videography. This is also a very important role because it is vital that the event/venue is aesthetically pleasing and there is flow to the theme and messaging, including making sure your attendees and target attendees are notified of everything they should be notified of to get them there and allow them to have a great time. Size of committee can largely vary, depending on photographers/videographers for each room or activity, how many social media platforms are being utilized (this can be a full-time job during the event), and visual techs who put together photos and videos for the main sessions and multimedia marketing.

Operations Liaisons

The Operations Liaisons are the “doers” or the “labor” of the event. This can be made up of volunteers or employees from your organization or company. This is also where any AV production companies fall under (working with the Program Administrators and Creative Committee, of course). If volunteers are involved or there are a large number of individuals in this group, depending on the size of the event, an Operations Liaisons Manager or Coordinator is recommended (equipped with walkie-talkies).

Duties include:

Labor

  • Setting up chairs and tables for catering, breakout rooms, and main sessions
  • Cleaning up and tearing down before/after/during the event
  • Tech support (if not included by AV production company)

Security

  • Looks after the equipment and venue during break times
  • Makes sure the crowd is under control
  • Manages lines and crowd flow throughout the venue
  • Handles any disturbances

Audience Engagement

  • Hyping the crowd
  • Disbursing out event swag
  • Distributes programs to attendees and entertainers

It really depends on the amount of work that needs to be done during an event and you may only need mass volunteers for before and after, however, it is always important to have a team of trained techs and brute-force labor to handle any amount of physical work that needs to be done, in order to not impede on any other event operations or committees.

Treasury Committee

Handling all the fun stuff, the Treasury Department committee is responsible for the budget, payment disbursement, and in some cases, obtaining funding from sponsors and grants.

Duties include:

Budgeting Expenses

  • Coordinating with other committees for cost estimates and quotes
  • Setting budgets for separate committees

Receiving and/or disbursing payments

  • Keeping accurate record of all money in/out
  • Approving quotes and providing means for payment

Overall, the Treasury Committee is responsible for anything money related and record keeping and can be just a couple individuals; 1 to coordinate budgeting with other committees and 1 or 2 to pay expenditures and keep track of transactions.

As always, we wish you the best of luck in executing your events and we hope to get you all the closer to planning successful events!


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Author Austin Walker

Austin is a man of many words, as expressed in the many blog posts he has thus published at Endless. What may not be evident about Austin, as seen from the readers' perspective, is that he is more-than-likely dancing, rather "busting a move," while working. And that, he takes all the pleasure in.

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