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EVENT PLANNING TIPS
Im sure all of you are familiar with the term two heads are better than one, which rst
appeared in John Heywoods A dialogue conteinyng the nomber in e ect of all the prouerbes in the
Englishe tongue, 1546 as Some heades haue taken two headis better then one: But ten heads
without wit, I wene as good none, (as you can see, age has done this particular phrase very
well) and that, you most likely did not know.
This saying has stuck around for nearly 500 years, and for a reason. We all know that
working in teams can be more productive and more fun, but only with the right team, that is.
This raises the question of how exactly do I build a [successful] team? The biggest struggle
for me, in my personal experience, has always been nding the right team members; I used
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To answer the question of how to build a dream event planning team, or just how to build a
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team in general, we have put together a guide to follow if you are to building a team of any
sort, especially event planning!
Program Administrators
Handling everything from catering to programming of activities, the Program Administrators
organize all the ne details of the event and is arguably one of the most important
committees and positions.
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Duties include:
Audience
Venue
Catering
Schedule of Events
another, and makes it easy to communicate with the team lead and across other
committees.
Creative Committee
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The creative committee somewhat speaks for itself; they are your in-house ideators and
implementers of the media, marketing, attendee engagement, and more!
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Duties include:
Photography
Videography
Multimedia Marketing
Putting together photo and video for session presentations and marketing
Runs Social Media, including hashtags
Develops branding, theme, visuals
Makes sure nothing at the event goes unknown or unnoticed
Website
In conclusion, the Creative Committee can be a fairly intense job role and is subject to
contracted labor for duties such as photography and videography. This is also a very
important role because it is vital that the event/venue is aesthetically pleasing and there is
ow to the theme and messaging, including making sure your attendees and target
attendees are noti ed of everything they should be noti ed of to get them there and allow
them to have a great time. Size of committee can largely vary, depending on
photographers/videographers for each room or activity, how many social media platforms
are being utilized (this can be a full-time job during the event), and visual techs who put
together photos and videos for the main sessions and multimedia marketing.
Operations Liaisons
The Operations Liaisons are the doers or the labor of the event. This can be made up of
volunteers or employees from your organization or company. This is also where any AV
production companies fall under (working with the Program Administrators and Creative
Committee, of course). If volunteers are involved or there are a large number of individuals in
this group, depending on the size of the event, an Operations Liaisons Manager or
Coordinator is recommended (equipped with walkie-talkies).
Duties include:
Labor
Setting up chairs and tables for catering, breakout rooms, and main sessions
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Security
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Audience Engagement
It really depends on the amount of work that needs to be done during an event and you may
only need mass volunteers for before and after, however, it is always important to have a
team of trained techs and brute-force labor to handle any amount of physical work that
needs to be done, in order to not impede on any other event operations or committees.
Treasury Committee
Handling all the fun stuff, the Treasury Department committee is responsible for the budget,
payment disbursement, and in some cases, obtaining funding from sponsors and grants.
Duties include:
Budgeting Expenses
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Overall, the Treasury Committee is responsible for anything money related and record
keeping and can be just a couple individuals; 1 to coordinate budgeting with other
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committees and 1 or 2 to pay expenditures and keep track of transactions.
As always, we wish you the best of luck in executing your events and we hope to get you all
the closer to planning successful events!
24
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Author
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Austin Walker
Austin is a man of many words, as expressed in the
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What may not be evident about Austin, as seen from
the readers' perspective, is that he is more-than-
likely dancing, rather "busting a move," while
working. And that, he takes all the pleasure in.
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