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

How to Assemble Your Event Volunteers into a Dream Team

Volunteer Management, Event Management

dream-team-event-volunteers.pngEvents 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

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