Roles and responsibilities at events

Understanding Roles and Responsibilities

Recognise the importance of having clear roles and responsibilities for each team member in an event.
Note that the roles and responsibilities depend on the type of event and its size.

Event Planner

Understand that the Event Planner oversees the entire event planning and execution.
The planner is responsible for liaising with clients, setting budgets, choosing venues, coordinating with suppliers, and more.

Event Coordinator

The Event Coordinator takes charge of logistics and operations, ensuring that all aspects of the event run smoothly.
This role involves developing timelines, managing suppliers, coordinating staff, overseeing setup and tear down, and solving any issues that arise during the event.

Marketing and PR Team

The Marketing and PR Team is tasked with promotion of the event.
They create and execute a marketing strategy, manage a consistent brand identity, work with media, and monitor the event’s online presence.

Food and Beverage Manager

The Food and Beverage Manager oversees all aspects related to catering.
This role involves menu planning, coordinating with caterers, managing dietary restrictions, and ensuring food and beverage services run efficiently.

Entertainment Manager

The Entertainment Manager handles all aspects of event entertainment.
They are responsible for researching, booking, and coordinating entertainers, making sure the entertainment aligns with event theme and expectations.

Risk and Safety Team

The Risk and Safety Team ensures that all risky scenarios are planned for and that safe practices are followed.
They create risk management plans, develop emergency procedures, ensure compliance with safety regulations, and handle any emergencies that occur.

Volunteers and Support Staff

Volunteers and Support Staff can fulfill a wide variety of roles at an event, from registration, to setup and takedown, to guest assistance and more.
They are often the first point of contact for guests, so it’s crucial they are well-informed and appropriately trained.

Post-Event Evaluation

Understand that after the successful completion of the event, it’s crucial to conduct a post-event evaluation.
This involves assessing the performance of each role, gathering feedback from attendees, and analysing overall success against set objectives.

Knowing Your Role

Understand the importance of each team member knowing their role and responsibilities
Effective event management relies on everyone doing their part and coordinating with others to create a successful event.