<img height="1" width="1" style="display:none" src="https://www.facebook.com/tr?id=2202563400070602&amp;ev=PageView&amp;noscript=1">
InitLive

Mar 7, 2018 9:08:00 AM by InitLive

How to Assemble Your Event Volunteers into a Dream Team

Events should be organized around an infrastructure of focused management, with a clear chain of command and communication, poised to organize chaos and deliver maximized efficiency. An event manager who wants to have control over each facet of the event, without being overwhelmed, must develop a specific operation structure similar to the following.

AUTHORITIES:

  • Event managers

An event manager facilitates project management for small and large-scale events such as conferences, festivals, ceremonies, retreats, weddings, formal parties, concerts, or conventions.

  • Event supervisors

Event supervisors report to event managers and oversee event preparations; setting-up event infrastructure, event management of their post, appoint event team captains and leads, and event shutdowns.

  • Event team captains

Captains make sure that the supervisor's general concept turns into a clear vision, ensuring each team leader's agenda lines up with the manager and supervisors plans for the event.

  • Event team leaders

The team leader guides, instructs, directs and leads a team of individuals in order to achieve key goals and results.

  • Event program administrators 

Program administrators deal with things like catering and organizing activities by scrutinizing specific details throughout each team.

NICHE AREAS, ELEMENTS, & EXPERTS:

  • Event venue coordinators

Venue coordinators work with the venue by liaising with team captains and a venue's operational team, to coordinate on-site services for the event.

  • Event program administrators

A program administrator organizes, directs, and manages specific programs and services such as presentations and music. 

  • Event creative director

Creative directors involve scrutinizing aesthetic aspects of the event such as interior design, marketing, publications, signage etc.

  • Event operations liaison

Operations liaisons are the labor and backbone of the event and can be employees or volunteers, taking care of things like AV production or catering.

  • Event equipment coordinator

An equipment coordinator tracks and deploys integral equipment while at the same time handling other duties including the purchasing, maintenance, inventory management, repair, transportation, cleaning, storage, and liquidation of equipment.

  • Event first-aid coordinator

The first-aid coordinator is responsible for organizing communications between first aid staff and event supervisors while assessing first aid requirements and readiness.

  • Event promotions coordinator

Promotions coordinators are responsible for the physical marketing, the distribution of marketing material, and for the social media presence of the event.

  • Event merchandising/vendor coordinator

The merchandising/vendor coordinator is responsible for monitoring all booths, goods, and purchasing during the event.

  • Event hospitality coordinator 

The hospitality coordinator liaises with the catering staff, waiters and other operations liaisons to facilitate the floor level operations.

COMMUNICATION CHAINS

The team structure is a top-down structure where duties are delegated down and authority and responsibility are pushed up the chain to the event manager. This means that the niche areas, elements, and experts such as the event equipment coordinator, creative director, and operations liaison report to the team leads and captains. The leaders and captains are managed by the event supervisors, who then report to the managers.

As you build out your event team, this kind of structure will help filter out a lot of the noise that can distract event managers from focusing on top priorities. It also creates bandwidth for team members to focus on the fine details that will set your event apart.


For a visual representation on how to optimize your event communication chain, check out our free event communication infographic.

event-communication.png

    Stay Connected 

    Join a network of volunteer management leaders and receive weekly blog updates. 

    FILL THE FORM

    Subscribe our Blog

    A Buyer's Guide To Volunteer Management Systems

    A Buyer’s Guide to Volunteer Management Systems
     Download The Buyer's Guide

    Events should be organized around an infrastructure of focused management, with a clear chain of command and communication, poised to organize chaos and deliver maximized efficiency. An event manager who wants to have control over each facet of the event, without being overwhelmed, must develop a specific operation structure similar to the following.

    AUTHORITIES:

    • Event managers

    An event manager facilitates project management for small and large-scale events such as conferences, festivals, ceremonies, retreats, weddings, formal parties, concerts, or conventions.

    • Event supervisors

    Event supervisors report to event managers and oversee event preparations; setting-up event infrastructure, event management of their post, appoint event team captains and leads, and event shutdowns.

    • Event team captains

    Captains make sure that the supervisor's general concept turns into a clear vision, ensuring each team leader's agenda lines up with the manager and supervisors plans for the event.

    • Event team leaders

    The team leader guides, instructs, directs and leads a team of individuals in order to achieve key goals and results.

    • Event program administrators 

    Program administrators deal with things like catering and organizing activities by scrutinizing specific details throughout each team.

    NICHE AREAS, ELEMENTS, & EXPERTS:

    • Event venue coordinators

    Venue coordinators work with the venue by liaising with team captains and a venue's operational team, to coordinate on-site services for the event.

    • Event program administrators

    A program administrator organizes, directs, and manages specific programs and services such as presentations and music. 

    • Event creative director

    Creative directors involve scrutinizing aesthetic aspects of the event such as interior design, marketing, publications, signage etc.

    • Event operations liaison

    Operations liaisons are the labor and backbone of the event and can be employees or volunteers, taking care of things like AV production or catering.

    • Event equipment coordinator

    An equipment coordinator tracks and deploys integral equipment while at the same time handling other duties including the purchasing, maintenance, inventory management, repair, transportation, cleaning, storage, and liquidation of equipment.

    • Event first-aid coordinator

    The first-aid coordinator is responsible for organizing communications between first aid staff and event supervisors while assessing first aid requirements and readiness.

    • Event promotions coordinator

    Promotions coordinators are responsible for the physical marketing, the distribution of marketing material, and for the social media presence of the event.

    • Event merchandising/vendor coordinator

    The merchandising/vendor coordinator is responsible for monitoring all booths, goods, and purchasing during the event.

    • Event hospitality coordinator 

    The hospitality coordinator liaises with the catering staff, waiters and other operations liaisons to facilitate the floor level operations.

    COMMUNICATION CHAINS

    The team structure is a top-down structure where duties are delegated down and authority and responsibility are pushed up the chain to the event manager. This means that the niche areas, elements, and experts such as the event equipment coordinator, creative director, and operations liaison report to the team leads and captains. The leaders and captains are managed by the event supervisors, who then report to the managers.

    As you build out your event team, this kind of structure will help filter out a lot of the noise that can distract event managers from focusing on top priorities. It also creates bandwidth for team members to focus on the fine details that will set your event apart.


    For a visual representation on how to optimize your event communication chain, check out our free event communication infographic.

    event-communication.png

    Related Resources:

    10

    Conference Planning: A Step-by-Step Checklist for Success (Backup - Aug 2022)

    10 Nov, 2022

      Conferences are an important part of professional development and business networking for all industries. Bringing people together from all around the world in the same industry to learn and share is essential for innovation. A successful conference can come in all shapes and sizes, from 200 people over a weekend to 15,000 for a week. InitLive has had the privilege of working with many conferences, some of which are the largest in their industry. Through this, InitLive understands the complex logistical challenges and planning that go into setting up a conference for success. Planning a conference can be a large undertaking, but this step-by-step checklist will help ensure whatever you plan will be a success.

    Read more
    18

    National Volunteer Week

    18 Apr, 2022

    Volunteers are the core foundation of any nonprofit organization! Every volunteer has their own unique set of skills and expertise to help people and contribute to philanthropic causes. In simple terms, volunteers allow nonprofits to deliver important programs and services to help the community and support their mission! This week is National Volunteer Week, so let’s celebrate the impact every volunteer is making in their community. National Volunteer Week is the perfect opportunity to express gratitude and recognize your volunteers’ determination to tackle some of the greatest challenges many individuals face today in our community. Here’s what we’ll cover: What is National Volunteer Week How to Express Appreciation How to Amplify Your Current Volunteer Program Ready to learn more about National Volunteer Week and what you can do to show your appreciation? Let’s dive in!

    Read more
    07

    Make Your Small Business Event the Talk of the Town: 4 Tips

    07 Apr, 2022

    In close-knit communities, events can draw in new customers and bring new opportunities for your small business. Even if attendees don’t make purchases during the event itself, it’s a chance to gently introduce unfamiliar, hesitant consumers to your brand while fostering community.  In fact, it generally takes six to eight touches before a potential customer makes an initial purchase. Especially if you’re a new, local business, events are a major touch. When you’re planning an event, here are the essential steps to take to make a splash: Recruit community volunteers. Market with incentives. Leverage partnerships. Invest in powerful software. Any business can put on a decent event. But with these tips in your back pocket, you can put on a great one!

    Read more

    Ready to Get Started?

    Our sales team will provide you with a personal demo based on your specific needs.