Responsibility Matrix

Work Core Registrations Event Hospitality Documentation Sponsorship

Package team team Mgmt. & Logistics team
Planning A,R I I I C
Budgeting A,R C
Procurement A R R
of resources
Execution A R A, R R I
Risk A,R R R
Management
Monitoring A,R C R C R
Reviewing A,R C C C C
Closure A,R R R R

Notations:

A=Accountable
R=Responsible
C= Consult
I=Informed

Event Management Team

 Providing leadership to the non-core teams.
 Motivation, direction and support to your non-core team.
 Travelling to on site inspections and project managing events.

Sponsorship Team

 Fund meeting basics;

 Invest the necessary time/oversight (e.g., participate in daily progress of
reports, attend Report Out);
 Invite participants - assure appropriate people are involved;
 Provide needed background information;
 Help the team obtain resources

Core team:

 Determine the purpose, goal, scope of the work, and participant

roles/responsibilities
 Work with sponsor and process facilitator to develop a charter/project plan
 Contract resources, subject matter experts, arrange meeting dates and
Logistics, etc.
 Help lead team and guide process.
 Negotiate with managers/supervisors for resources (with sponsor)
  Document and communicate meeting decisions and distribute any needed
updates or materials to sponsor(s), team members.

Registrations Team:

 Set up registration tables with nametags.

 Direct guest, participants, students to their desired place.
 Keep a count of the number of participants and working in sink with the
documentation team.

Hospitality & Logistics Team:

 Help with setting up of the chairs, stalls, ground, etc.

 Ensure all delegates registered for that visit are present at the pickup point
 Escort them to their accommodation place.
 Remain available at the venue.
 Escort the delegates back.

Documentation team:

 Make a daily report on the events that took place and its cost.
 Reviewing on the activities done.
 Consulting with Event management teams & providing feedback to the core
team.