Event Management Staff1st April 2021
The work involved in planning, organising and conducting a major event can be sufficiently great to require the recruitment of a large team of people. Members of the team may be involved on a full-time, part-time, contractor, casual and voluntary basis. At the head of the team is the Event Director whose job it is to keep everyone working together for a considerable period of time.
The organisation chart below indicates the magnitude and diversity of the team needed to run a major sporting event such as a National or State Championships.
Smaller events will obviously require a much smaller team, and individuals in the team may be able to take on more than one role.
The example organisation chart above has “departments” for Programme, Venue, Equipment, Promotions, Officials, Hospitality and Merchandising.
Furthermore, with small modifications, the same organisation structure could be applicable to running a different type of event such as a conference.
Importance of Coordinators
An important aspect of the above model is that each department has a coordinator. As exceptionally important people in the event management team, they should be identified and recruited as early as possible. Coordinators should be a part of the organising committee and collectively they will share in decision making processes with the Event Director.
The selection of coordinators is usually on the basis of knowledge or expertise and sometimes because only one person volunteers for the task. Whether coordinators have expertise or not, Event Directors need to appreciate that sport and recreation depends very considerably on the input of voluntary persons. Therefore, systems should be put in place to recognise the contribution of volunteers and to provide non-monetary rewards.
One of the most pivotal factors for effective functioning of an event management company is cohesive and productive working of the staff members. It is important for the event manager to use his staff in the right direction to successfully carry out an event. The weight of staff management is escalated significantly in the event management industry. Efficient staff management can get an event company to deliver to their potential. It will contribute to the success in the events and also cement the foundations of the organization for further events. Following are some tips to maintain the right atmosphere in the company and manage the staff well.
- Know your team
For any event to bloom to its potential, the event planner needs to know his team and the staff working under him. A good connection with the staff will help with communication and effective delivery of targets.
- Choose the right candidate
The event manager needs to employ the right candidate for the right kind of job to organize the event successfully. Detailed examination of the skills of the employee should be carried out before assigning a special department.
- Right training
It is important to train the staff for specific qualities you want them to possess for any event. Special workshops can be organized for the staff for their skill improvement and understanding to operate in various events.
- Allow communication
An effective event planner cannot work as a dictator as his prowess rests with his team. The team can deliver to maximum potential if the planner is open to suggestions from the staff working in the team. Such behavior will also pass the message to the employee that the company values them and hence improve their motivation.
- Bonuses and Appraisals
There can be no other way to motivate the staff and appreciating their efforts than bonuses. The appraisals are really effective in getting a team together especially after the successful completion of a crucial event.
- Maintain discipline
In Event planning, the value of discipline amongst employees determines the results to a great extent. Thus it vital that discipline is not compromised upon especially during the events.
- Maintain records and documents
A strict documentation system needs to be adhered to in event planning especially in event companies to control the employee statistics. Proper records will ensure the smooth functioning of the events as there would not be other distractions.
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