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Fundraising for Events
April 2017

Building Your Event Management Team

by the writing team of eventeducation.com

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The number of people involved in organizing an event depends upon the size and scale of the event. While organizing a small party may require only one or two people, organizing a very large event like the Olympics may require several thousand people.

 

An event management company can have following event professionals, and each have their own, unique job to do. In order to get all the gears running smoothly, it's imperative to cover all aspects of the event management team.

 

 

1) Event Manager/Event Planner

S/he has following responsibilities:

1. S/he is responsible for planning and producing the whole event.

2. S/he is responsible for procurement management and resource management.

3. S/he formulates, prepares and implement risk management plan (risks related to event planning and production).

 

2) Event Coordinator

S/he is responsible for coordinating with all event professionals and ensures that business operations are efficient and effective.

 

3) Information Manager

S/he has following responsibilities:

1. S/he manages the information acquired through different sources.

2. S/he is responsible for the documentation of all business operations carried out pre-event, at-event and post-event.

3. S/he maintains database of service providers, delegates, guests, organizers, sponsors, partners, clients, target audience, media people and various govt. departments officials.

4. S/he formulates, prepares and implements the risk management plan (risks related to information management like loss of data).

 

4) Logistic Manager

S/he has following responsibilities:

1. Responsible for custom clearances and other clearances.

2. Responsible for warehousing of cargo.

3. Cargo Insurance.

4. S/he is expected to move goods and merchandise from one destination to the other in the most efficient manner.

5. S/he is responsible for procurement management and resource management.

6. S/he formulates, prepares and implements the risk management plan (risks related to logistic management like cargo theft etc).

 

5) Security Manager

He has following responsibilities:

1. S/he is responsible for formulating, preparing and implementing the security plan and strategies. i.e. how to protect delegates, guests, service providers, organizers, sponsors, partners, clients, target audience, goods and merchandise etc.

2. S/he does procurement management and resource management.

3. S/he formulates, prepares and implements the risk management plan (risks related to security like stampede, brawl etc).

 

6) Infrastructure Manager

He has following responsibilities:

1. S/he does procurement management and resource management.

2. S/he is responsible for setting up and dismantling the infrastructure for the whole event like:

a. Construction of boundary walls, entrance and exit gates, driveways, walkways and parking lots.

b. Construction of AC/Non AC hangers/ halls, seating arrangement, stage design/ set up.

c. Construction of green rooms, staff rooms, storage rooms, power rooms, toilets, sewage systems, stalls, counters, booths and kiosks.

d. S/he is responsible for setting up electricity, water and phone connections.

e. S/he is responsible for conservancy (i.e. cleanliness).

3. S/he formulates, prepares and implements the risk management plan. (risks related to infrastructure management like sudden shortage of workers, materials, power failure etc).

 


 

 

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