Behind any great event organiser is an equally great event team.
This guide is to help you with staffing the perfect event team and will cover tips for creating an effective events team, a trick for team management, and how to identify your event stakeholders whom you might also want to incorporate into your team.
Creating An Effective Events Team
Hire the Right Staff
Check your staff members’ backgrounds and carefully assess the skills and experience required to perform the tasks you’ve created. They also need to be the right fit in terms of personality so they align with both your short- and long-term business plans.
When creating the job description, clearly outline what the role will entail so there is no confusion later on down the line. Choose people who have the right fit for the roles and skills you need, and who can complement each other.
Make sure your Objectives are Attainable for your Team
Having goals is important for a successful event, but making them achievable is key. If your objectives are unattainable, you’re fighting a battle that’s already lost. Don’t bite off more than you can chew – one bad event can ruin your brand and reputation.
Set clear goals and KPIs, and communicate them effectively to your team so everyone understands what they are working toward. Have a crystal-clear vision and communicate it to your team.
Establish Communication Channels
Establishing communication channels and routines will help build a healthy team environment, optimise performance, and maintain order. Use real-time communication tools; hold daily briefings if the event runs over several days to highlight any changes or challenges that may arise; and organise check-in periods so the team can provide updates or raise any issues throughout the day.
Provide Consistency
Be consistent with everything you do. Consistency is key to any event; if changes are too frequent, things start to fall apart.
Provide A Comprehensive Briefing
Before every event, ensure your staff are briefed on the event’s specific details and unique features. You should cover event goals and objectives, the event layout and schedule, and the expected customer service standards.
The RACI Model: Team Management Made Easy
It’s no secret that events require extensive communication to ensure every task is planned and executed efficiently.
The RACI model (Responsible, Accountable, Consulted, and Informed) is a common project management framework that helps you organise responsibilities across your team and ensure everyone knows who’s responsible for what.
Here’s a breakdown:
• Responsible: The person who ensures the work, the particular task or project gets done.
• Accountable: The person who actually executes the work; this could be the same person as the Responsible.
• Consulted: The person who gives the final approval on the work and that it’s been completed.
• Informed: This person is on an FYI basis; they’re aware of the work, but they’re not involved in the execution or approval.
How To Identify Your Event’s Key Stakeholders
An important early step is to identify who in your company is a stakeholder in your event and to involve them from the start. These people should also be looped into event planning, strategy, and execution.
Your event stakeholders will likely depend on your goal. For example:
• If driving sales is the goal, you should be collaborating with your sales team from the very beginning (deciding guest lists, promotions, using tracking links, etc).
• If it’s a recruiting event, make sure you’re aligned with your HR department on the type of candidates you’re targeting (aka who you should invite).
• If it’s a product training, you’ll want your product team to be heavily involved in planning out the flow and content of your event’s sessions.
• If it’s an educational seminar, think about who in your company knows the most about this topic, or who would be willing to participate in a panel.
About Coalition Event Services:
Coalition Event Services specialises in providing your brand with talented, effective event staff who drive sales, build brand awareness, and make your event as successful as possible. Our diverse portfolio of event staff ensures we can find the perfect match to make your event the best it can be.
To work with Coalition on your next event, get in contact
