The typical task assignment areas for an event have already been outlined, and the one of the important questions for an event planner is who will be assigned to carry out these tasks. You may be on a committee where other committee members will be responsible or you may have to plan the event on your own, and you have to get the activities done through others by the way of sub – contracting out various activities.
It will be apparent that in many circumstances a team has to be developed to run the event, and it is important to develop the right mix of individuals who bring varying talents that are necessary to ensure effective planning and staging of the event. The complexity of activities for an event will sometimes necessitate the hiring of competent professionals who specialize in particular areas, for example event security and stage management so that you can get the best expertise on the ground to manage the event.
This is especially true for large events that require months of preparation and individuals who specialize in particular fields to lay the groundwork in their area of expertise, for the event. Those individuals would have the experience to know what needs to be organized before hand and how best to go about getting everything in place as required for the event. For major events, event management may have to hire security experts, experienced venue managers and site managers, stage managers and entertainment coordinators, who have the experience at planning and organizing events on a large scale.
At the other end of the spectrum, where the events are on a relatively small scale you may find yourself having to divide up the work load between a few persons. In such cases, responsibility has to be delegated to those chosen and the appropriate tasks given to them to match their abilities and strengths. As an event coordinator, you will have to identify the strengths and weaknesses of those around you and decided where best to place them in terms of managing different areas of responsibility for the event.read more
In all cases for the event management to be successful, efforts must be made to develop cohesion within the team chosen to run the event and develop effective management and communication within the confines of the team that has been put together to organize the event. This applies even if the individuals are not working directly for you but are subcontracted to complete the work. They must still be incorporated into the team effort to ensure success at staging the event.
To make teams work, group members have to work together to achieve common objectives. Team members need to be assigned roles where they are clear as to what their individual tasks and responsibilities are but at the same time mindful of how these roles inter – relate to other activities of team members so that the group can still operate as a cohesive unit with one goal in mind, the staging of the event.
Roles assigned to team members, will generally correspond to the previously mentioned assignment areas for the event and care must be taken to allocate individuals to areas of responsibility where they are competent in the field that they are assigned to.
Effective groups also have to allow for open discussion on issues related to the event and allow for the participation of those involved in the group in the decision making process. Decision making should be by consensus and not by vote taking as this will leave some disenfranchised from the final decisions taken. This may then lead them to be not as committed to a particular course of action as they are not in agreement with the decision taken.
Choosing a leader
A leader has to be chosen for the team, who will give effective guidance and leadership in order to control the management of the event. This person will act as the driving force for group members to ensure that everything is put in place for the staging of the event. The leader has to have the authority to direct the team and influence their behavior so as to achieve the ultimate objective of staging the event.
The team leader for the event being organized, will set the tone for how the event will be managed. As such, the right person has to be found that will be able to work with the team that will be assembled so as to ensure that those persons working on the event can operate together as a unit under his or her leadership.
Once the team leader is chosen, one of his or her major responsibilities is to ensure that they place the right people in key areas, based on their abilities to fulfill the obligations of the tasks to which they are being assigned. Then the leader has to work to make the team gel into one cohesive unit working toward one goal – which is to make the event a successful one.