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 from creating an effective events team, a trick to team management, and how to identify your events stakeholders who you might also want to incorporate into your team.
Creating An Effective Events Team
1. Hire the Right Staff
Check your staff members backgrounds and think carefully about the skills and experience required to carry out the tasks you’ve created. They also need to be the right fit personality wise so that they align with both your short term 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.
2. Make sure your Objectives are Attainable for your Team
Having goals is really important to a successful event but making them achievable is the 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, communicate these effectively to your team so that everyone understands what they are working towards. Have a crystal clear vision and communicate this vision to your team.
3. Establish Communication Channels
Establishing communication channels and routines will help build a healthy team environment, create optimal performance levels, and help maintain order. Use real time communication tools, hold daily briefings if the event is over several days to highlight any changes or challenges that might arise, and organise check-in periods where the team check-in throughout the day to provide updates or any issues.
4. Provide Consistency
Be consistent with everything you do. Consistency is key to any event and if things are changing too much, things start to fall apart.
5. Provide A Comprehensive Briefing
Before every event, ensure your event staff are briefed on the specific details and unique features of the event. You should cover event goals and objectives, event layout and schedule, and customer service standards expected.
The RACI Model: Team Management Made Easy
It’s no secret that events require a lot of 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 can help you to organise responsibilities across your team and ensure everyone knows who’s in charge of 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 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 get them involved from the start. These people should also be looped into event planning, strategy, and also the execution.
Your events stakeholders will likely depend on your goal. For example:
• If driving sales in the goal, you should be collaborating with your sales team from the very beginning (deciding guests 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 and effective event staff that work hard to drive sales, create 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 be the best it can be.
To work with Coalition on your next event, get in contact
