5 Experts You’ll Need For A Successful Event
While hiring event planners can solve almost half of your problems, there are still other people you’ll need to have a successful event. In organizing an event, you’ll need to form a team that you can trust to handle the things that you can’t.
For instance, you may have a busy schedule, other things to handle, or you just don’t know how to organise an event on your own. Whatever it is, it’s impossible to handle it on your own especially if it’s a huge event. The trick is that the bigger the event, the more people you need in the organizing team.
Aside from organizing, you’ll also need to plan and coordinate every step of the way. And to create an overall working team, there should be sub-teams with a leader. These leaders will manage their teams to come up with the best results possible.
Here is the list of the coordinators you’ll need to get started with your event!
1. Event Manager
Did you know that event managers, also known as event planners or directors, handle the overall event? They’re responsible for planning everything and coming up with the solutions to the problems you’ll encounter from planning up to the event day.
In addition, they decide which vendors are appropriate for the event up to the cleaning strategy after the event. They’re like the glue that holds the entire event together. If there’s no event manager or planner, then it would be a disaster.
If your event is around 50 people, it would be enough to hire the event manager and some staff. However, more than 50 guests would be big enough to hire other team coordinators.
2. Event Coordinator
The event coordinators always make sure that the plan is well–executed based on the plan. For instance, there’s a specific instruction that the flowers should be roses. Event planners, for that matter, will decide which vendor supplies the best roses in town.
Now, the job of the event coordinators is to check if the high-quality roses can be delivered by the vendor appointed by the event planner. Specifically, the task of the event coordinator is to supervise the teams to make sure they’re executing the plan effectively.
The event coordinator must be present from the start of implementing the plan to the day of the actual event.
3. Logistics Manager
The logistic of an event is comprised of the venue set-up, decoration, transportation, stage, and registration. It’s basically everything you can see on the day of the event. Moreover, they also provide music and lights that can affect the mood of the guests.
Usually, the logistics team is composed of people from technical support and event layout execution. As you can imagine, it includes heavy lifting and other difficult tasks. That’s why there must be enough people on this team. Otherwise, there might be a few steps left unaccomplished.
As for the head of the logistics team, the logistics manager, you should make sure that the person you’ll hire will make sure that there are backup plans in every aspect of the logistics.
4. Documentation Manager
Every little detail of the event should be documented. It includes the planning up to the post-event. During those times, the contracts, photos, letters, videos, financial updates, and meeting minutes should be well-organised in a database or folder.
The proof of every transaction must be safe so that whenever you need something to cheque, you can easily see it. Moreover, since there is much different information about various individuals, you should be careful it may be obtained by suspicious individuals.
Make sure to hire a documentation manager that you can trust all the information gathered throughout the event.
5. Security Officer
On the day of the event, it’s important that the guests feel safe and comfortable while enjoying the programme. That’s why you should be able to provide enough security around the event venue.
Aside from the number of security personnel assigned to the security points, there should also be a plan whenever there’s an unexpected incident such as a fire or stampede. Additionally, you should be able to rent a venue that has a fire exit and fire preventive tools and equipment.
From planning to execution, it’s important to hire the right people who can come up with the best details to make your event successful. Furthermore, you should cheque the previous events they’ve handled that are similar to your event.
And as the host of the event, you should also approve everything before they do it. It’s best to think things through as you move forward so that you don’t have to encounter problems at the actual event. If you have any more tips, don’t forget to share them with us by leaving a comment below!
