For the sake of smooth running of events, event organizers need to coordinate with these 5 teams!

Event organizer is a term for professional event organizer service provider.  The original term is generally still used. Or simply called EO. Basically, the job of EO. is helping clients ( clients ) to be able to organize the desired event. This could be due to limited resources or time owned by the client, but the use of EO services. It is also possible on the grounds that the implementation is professional so that the results are better than if done alone.

Various special events held, both by agencies and individuals, provide a business opportunity for the Event Organizer (EO). Limited time and experience as an organizer are the main reasons clients use EO services to organize and run the event they want.

When working on event projects, EOs usually form a team, a kind of event committee, divided into several different divisions. This division handles separate aspects of the event and is not always a full-time employee, sometimes being a vendor or freelancer.

EO must have the ability to coordinate human resources in order to achieve synergy to achieve the objectives of the event. The following is a team that works together in carrying out an event project with EO.

1. Creative the team
idea of ​​an event starts here. The creative division is the EO think tank, which creates event concepts, content details, and publication. From the creative division, all ideas are processed and then translated into other divisions. Usually, the creative team is a permanent employee, including the team leader, who controls and coordinates all team movements.

2. Decoration team and venue
Relating to the venue used, the decoration team is responsible for the aesthetics and functionality of the venue. Not only decorating the venue so that it looks pleasing to the eye, the decoration team also has to work closely with the equipment team to ensure that facilities are available as needed. Typically, for large-scale events, the EO uses an external vendor as the decoration team, in coordination with the manager of the venue used (e.g. hotels, meeting halls and restaurants).

3. Consumption team
abdominal affairs are often a critical point in organizing events. EO will work with catering services or the kitchen section of the venue as a vendor to organize event consumption. The budget for consumption usually takes a large percentage of the applicable admission price. So that the menu selection must be planned as well as possible, so that the amount and price are included in the stipulated budget.

4. Operational

 The operational team is the implementation team in the field, which usually has the most members. This team can consist of permanent employees and additional freelancers. Some of the operational team work areas include the equipment section, Officer or guide, transportation section, security, cleaning, presenter or moderator, to backstage crew (for example the costume and make-up section).

This operational team often involves volunteers, part-time workers, and even freelancers. Usually, the operational team intersects the creative team the most. The creative team will write a job description and supervise the implementation of the operational team during the event.

5. The Administration and finance team

Movement of events is very dependent on the administrative and financial divisions. Budget management and number of participants to roll out events are the main responsibility of this division. Division members are selected from the internal EO team on the basis of trust and competence. The success of the event will depend on this division providing its greatest support, ensuring all events are tailor-made the available budget and the number of attendees as expected.

Choose team members who are good at work. Prioritize those who have experience being part of the committee so that they already understand the dynamics of organizing the event.

Make sure you have a communication channel that can facilitate coordination, both during preparation and during the event. Before the event, try to hold a meeting once a week, until a week before the event you have to coordinate every day with your teams. Congratulations on uniting your work teams for the success of the event!

 

Courtesy:  Event organizer in Lahore