Trying to put together a perfect team for event management can be tricky. You don’t want too many people, you don’t want too few, and you need to make sure everyone is trustworthy and qualified. By investing time into finding and hiring your dream team, you’re investing in the success of your future event!
The Strategy:
Before diving into hiring your dream team and assigning roles, devise a plan. There should always be three things that are clearly laid out: hierarchy, expectations, and role definitions. Establish an official flow of communication and who bears which responsibilities. First, determine your team captain, and then identify who the head of each committee will be. The heads will report to the team captain.
The Roles:
The Team Captain
The team captain should be in charge of monitoring overall progress, managing deadlines, delegating tasks, and inspiring employees. Make sure this person has excellent time management and communication skills — they will be responsible for setting the tone and goals and supporting and encouraging the team.
The Program Administrators
While your team captain should be driven by their vision, this team should be comprised of people driven by logistics. They’re responsible for tackling the details so that the event can come to life! These details include estimating attendance numbers, finding the perfect caterer, negotiating with venues, selecting speakers, and coordinating schedules. Consider putting together a team of no more than two! This lets them bounce ideas off each other without excessive collaboration. If you have a large event and don’t feel comfortable with a small number of program administrators, make sure you or your team captain is specific in assigning each member their responsibilities.
The Floor
Your on-floor team is invaluable. They oversee security, crowd management, and tech support. They set up, clean up, and tear down, and are the members of your team who will directly engage with event attendees. Make sure that they’re friendly, easy to talk with, and are prepared to answer attendees’ questions.
The Treasury Committee
It’s crucial that your finances are carefully planned and managed, and you want an intelligent, transparent team taking care of them. The treasury committee ensures that your budget is well-planned and monitored, and they help you get the most out of your budget and event. They search for sponsors and funding, set budgets for sub-committees, take care of payments, and determine the scope of the event.
The Creatives
Your creative team is responsible for giving your event a consistent look and personality. After ensuring that they understand the event’s goals — and after they have a definitive budget — encourage them to let their imagination run wild. Remember, the head of the committee will have to run large ideas past the team captain! This team will manage everything from the floor layout to audience/media interactions to t-shirt and app designs.
It can be a puzzle to piece together the Orlando event management dream team, but it’s worth it. Working with people you trust ensures your event’s success and gives you a piece of mind! To learn about how Fun Planners can help, contact us today.
