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EVENT PLANNING TIPS

How to Build The


Dream Event
Planning Team
By Austin Walker December 11, 2014 Leave a comment

Im sure all of you are familiar with the term two heads are better than one, which rst
appeared in John Heywoods A dialogue conteinyng the nomber in e ect 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 nding the right team members; I used
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8/14/2017 How to Build The Dream Event Planning Team - Endless Events

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
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build a team.

To answer the question of how to build a dream event planning team, or just how to build a
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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 ne details of the event and is arguably one of the most important
committees and positions.
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Duties include:
Audience

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Attendance number
Audience personas
VIPs
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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-
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another, and makes it easy to communicate with the team lead and across other
committees.

Creative Committee
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The creative committee somewhat speaks for itself; they are your in-house ideators and
implementers of the media, marketing, attendee engagement, and more!
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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
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T-shirts and uniforms for staff and attendees

Website

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Creates and updates the website for event
Includes multimedia marketing involvement
Schedule and carries out announcements
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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
ow to the theme and messaging, including making sure your attendees and target
attendees are noti ed of everything they should be noti ed 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

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Cleaning up and tearing down before/after/during the event


Tech support (if not included by AV production company)

Security
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Looks after the equipment and venue during break times


Makes sure the crowd is under control
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Manages lines and crowd ow 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

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Receiving and/or disbursing payments

Keeping accurate record of all money in/out


Approving quotes and providing means for payment
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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
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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!

24
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Author
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Austin Walker
Austin is a man of many words, as expressed in the
Request A Quote 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.

M O R E P O S T S B Y A U S T I N WA L K E R

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