Team Involved in the Event Organizer Project Work

In the event organizer (EO) industry, the success of an event is highly dependent on solid and structured teamwork. Each team member has their own role and responsibility to ensure the event runs smoothly. Here are the main teams involved in working on an event organizer project:

1. Project Manager

As the project leader, the Project Manager is responsible for the overall planning, coordination, and execution of the event. They manage the schedule, budget, and ensure every aspect of the event runs according to plan.

2. Event Planner

Event Planner focuses on the concept of the event, from the theme, decoration, to the program schedule. They also take care of permits and compile a list of vendors who will work together on the event.

3. Creative Team

This team is responsible for creating the visual concept and content of the event, including graphic design, promotional videos, and other marketing materials. Their creativity plays a big role in attracting the audience's attention.

4. Marketing and Publication Team

Responsible for marketing strategy, this team manages social media, advertising campaigns, and media relations. They ensure the event gets maximum exposure.

5. Logistics and Operations Team

This team handles all technical needs, from site preparation, event equipment, to coordination with vendors and other third parties. They also ensure that all goods and equipment are available as needed.

6. Finance Team

The finance team manages the project budget, ensures that all expenses are in accordance with the plan, and takes care of the administration of payments to vendors and staff.

7. Technician and IT Support Team

Responsible for technical aspects such as lighting, sound systems, and internet networks during the event. They ensure that the technology used is running well.

8. Tim Customer Relations dan Hospitality

This team is responsible for handling guests, clients, and event attendees. They are responsible for registration, guest service, and ensuring the attendee experience remains comfortable and enjoyable.

The following is a more detailed explanation regarding the roles in the event organizer team:

1. Project Manager: Event Success Leader

A. Definition and Main Roles

Project Manager (PM) in an event organizer is the person responsible for the overall planning, implementation, and evaluation of an event. They act as the main liaison between the client, internal team, and vendors involved in the event.

B. Project Manager Duties and Responsibilities

As a project leader, the Project Manager has various main tasks, including:

1. Event Planning

   • Determine the purpose and concept of the event based on the client's brief.

   • Compile a work timeline from the initial stage until the event is completed.

   • Assign tasks to each team according to their expertise.

2. Budget Management

   • Prepare a detailed project budget.

   • Allocate funds to each department such as decoration, catering, technical, and others.

   • Ensure that expenses are in accordance with planning and do not exceed the budget.

3. Team Coordination

   • Hold regular meetings with the entire team to evaluate work progress.

   • Ensure that each team works according to the deadlines and standards set.

   • Provide solutions if any obstacles arise in the field.

4. Communication with Clients and Vendors

   • Act as the main representative of EO in communicating with clients.

   • Negotiate with vendors regarding prices and services required.

   • Ensure all parties understand the event vision and expectations.

5. Risk Management and Problem Solving

   • Identify potential risks that could disrupt the event.

   • Develop mitigation strategies to reduce the impact of potential constraints.

   • Act quickly to resolve issues during the event.

6. Supervision of Event Implementation

   • Ensure all aspects of the event run according to plan.

   • Control operations on the day itself so that there are no significant obstacles.

   • Act as a coordination center during the event.

7. Post Event Evaluation

   • Hold an evaluation meeting with the team to discuss successes and challenges during the event.

   • Make accountability reports to clients.

   • Collect feedback to improve future events.

C. Skills that a Project Manager Must Have

A Project Manager in an event organizer must have the following skills:

• Leadership: Able to manage a team and provide clear direction.

• Problem-Solving: Able to think quickly to solve problems during the event.

• Communication: Establish good communication with clients, vendors, and internal teams.

• Time Management: Organizing schedules and ensuring all tasks are completed on time.

• Negotiation: Able to negotiate with vendors to get the best price and service.

• Creativity: Have creative thinking to develop interesting event concepts.

D. Conclusion

Project Manager is a key figure in an event organizer. They are responsible for ensuring the event runs successfully, from the planning stage to the evaluation. With good management, communication, and problem-solving skills, Project Manager can lead the team towards the success of an event.

2. Event Planner: The Architect Behind a Successful Event

A. Definition and Main Roles

An event planner is a person who is responsible for planning the concept, strategy, and technical details of an event. They ensure that the event is in accordance with the client's vision and runs smoothly from start to finish.

Unlike Project Managers who focus on overall project management, Event Planners focus more on the creative and technical aspects of organizing an event.

B. Event Planner Duties and Responsibilities

As the main event designer, the Event Planner has various important tasks, namely:

1. Event Concept and Planning

• Discuss with clients to understand event needs and goals.

• Develop an event concept that is in accordance with the client's desired vision and theme.

• Determine creative elements, such as decoration, layout, lighting, and entertainment.

2. Preparation of Plans and Schedules

• Create an event rundown that includes the order of each event segment.

• Prepare work schedules for EO teams and vendors.

• Provide a list of equipment and materials needed.

3. Location and Vendor Selection

• Finding and recommending event venues that suit client needs.

• Negotiate with vendors (catering, decoration, lighting, sound system, etc.).

• Manage technical requirements, such as licensing, security, and transportation.

4. Budget Preparation

• Assist Project Manager in allocating funds to various event elements.

• Adjust the event concept to the available budget.

• Control spending so that it does not exceed the specified limit.

5. Preparation of Decoration Concept and Event Layout

• Work with the decoration team to create an atmosphere that matches the event theme.

• Determine the position of the stage, chairs, tables, booths, and other visual elements.

• Ensure the layout facilitates guest movement and does not hinder the flow of the event.

6. Coordination with Team and Vendors

• Arrange meetings with vendors to ensure they understand event needs.

• Communicate with technical team to ensure lighting, sound and multimedia aspects are running according to plan.

• Coordinate with operational team to ensure event logistics are met.

7. Supervision of the Event Day

• Ensure all event elements are well prepared before the event begins.

• Act as a liaison between the EO team, clients, and vendors in the field.

• Resolve any technical or operational issues that may arise during the event.

8. Post Event Evaluation

• Hold an evaluation meeting with the team to identify the strengths and weaknesses of the event.

• Analyze feedback from clients and event participants.

• Compile a report to be used as a reference in the next event.

C. Skills that Event Planners Must Have

An Event Planner must have the following skills:

• Creativity: Able to create interesting and unique event concepts.

• Time Management: Creating a schedule of events and ensuring each stage goes according to plan.

• Good Communication: Interact with clients, vendors, and EO team to ensure all event elements run smoothly.

• Problem-Solving: Quickly handle problems that arise during event planning or execution.

• Negotiation: Able to negotiate with vendors to get the best service within budget.

• Detail-Oriented: Paying attention to small things that can improve the quality of the event.

D. Differences between Event Planner and Event Organizer

Many people often equate Event Planner with Event Organizer , even though the two have differences:

E. Conclusion

Event Planner is an important figure in an event organizer who is responsible for the planning and concept of the event. They ensure that every element of the event runs according to the theme and expectations of the client. With creativity, time management skills, and good coordination, an Event Planner can create a memorable and successful event.

3. Creative Team: Creator of Visual Concepts and Event Identity

A. Definition and Main Roles

The Creative Team in an event organizer is responsible for the visual, aesthetic, and creative content aspects of an event. They play a vital role in creating an attractive event identity, whether in the form of design, decoration, multimedia, or marketing materials.

The team works closely with the Event Planner to translate the event concept into visual elements that suit the theme and target audience.

B. Duties and Responsibilities of the Creative Team

1. Create a Visual Concept for the Event

• Determine the visual style of the event based on the theme that has been prepared by the Event Planner.

• Create mood boards and design references to ensure the concept is consistent.

• Adapting event aesthetics to client needs and audience characteristics.

2. Designing Promotional Materials and Event Branding

• Create logo designs, posters, banners, and other digital materials.

• Designing event invitations (both print and digital).

• Prepare materials for social media and event websites, such as Instagram feeds, stories, or teaser videos.

3. Making Decorations and Stage Setup

• Designing venue layout, including stage backdrop, lighting, and room layout.

• Arrange decorative elements such as flowers, booths, and knick-knacks according to the theme.

• Coordinate with decoration vendors to ensure execution according to design.

4. Multimedia Content Production

• Create teaser videos and event trailers for promotion.

• Prepare visual presentations and motion graphics to be displayed during the event.

• Develop interactive content such as photobooths, augmented reality (AR), or LED displays.

5. Documentation and Live Coverage

• Manage photography and videography sessions during the event.

• Compiling video highlights for documentation and marketing needs of the next event.

• Provide live streaming if the event requires live broadcast on a digital platform.

C. The Important Role of Each Member of the Creative Team

The Creative Team in an event organizer usually consists of several specialists with their respective tasks:

D. Skills that a Creative Team Must Have

• High Creativity: Must be able to produce interesting and innovative visual ideas.

• Graphic Design Skills: Mastery of design software such as Adobe Photoshop, Illustrator, and Canva.

• Video Editing and Photography: Mastering editing applications such as Adobe Premiere Pro and After Effects.

• Understanding Branding: Knowing how to build a strong visual identity for an event.

• Time Management: Able to work with tight deadlines in the creative material production process.

• Communication and Collaboration: Work closely with Event Planners, vendors, and other teams to bring visual concepts to life.

E. Examples of Creative Team Implementation in Events

1. Weddings:

   • Design romantic backdrops and decorations based on vintage or modern themes.

   • Providing a photobooth with interesting filters and effects.

   • Making a video of the love journey of a married couple.

2. Music Concert:

   • Create stage visuals with dynamic LED lighting and animations.

   • Design concert posters and exclusive merchandise.

   • Provides live streaming with interactive visual effects.

3. Business Conference:

   • Create presentations with motion graphics to clarify the speaker's material.

   • Designing an elegant and professional interior design.

   • Record event highlights for use in future event promotions.

F. Conclusion

The Creative Team is an integral part of an event organizer. They are responsible for creating an attractive visual display and supporting the success of the event. With a combination of creativity, technical skills, and good teamwork, the Creative Team can enhance the audience experience and strengthen the event branding.

4. Marketing and Publication Team

A. Definition and Main Roles

The Marketing and Publication team is responsible for promoting the event, engaging the audience, and ensuring the event gets maximum exposure. They use various marketing strategies, both digital and conventional, to increase attendance and build the image of the event.

B. Duties and Responsibilities of the Marketing and Publication Team

1. Develop a Marketing Strategy

• Identify target audience based on event type.

• Determine appropriate marketing strategies, such as digital marketing, social media, and paid advertising.

• Create creative and effective promotional campaigns.

2. Managing Social Media and Digital Content

• Create and manage event social media accounts on Instagram, Facebook, Twitter, TikTok, and LinkedIn.

• Create engaging content such as video teasers, infographics, and blog articles.

• Interact with potential attendees through comments and direct messages to increase engagement.

3. Manage Advertising and Sponsorship

• Running paid advertising through Google Ads, Facebook Ads, and other platforms.

• Negotiate with sponsors for financial or material support.

• Providing attractive sponsorship packages with various benefits for event partners.

4. Relations with Media and Influencers

• Contacting print, online, radio and television media for event publicity.

• Drafting press releases and inviting journalists to events.

• Collaborate with influencers and public figures to increase promotional reach.

5. Manage Participant Tickets and Registration

• Using an online registration platform such as Eventbrite, Loket.com, or Google Forms.

• Implement early bird strategies and group discounts to attract more attendees.

• Manage participant data and ensure smooth check-in process during the event.

C. Skills that Marketing and Publication Teams Must Have

• Digital Marketing: Mastering SEO, SEM, and social media marketing strategies.

• Copywriting: Able to create attractive and persuasive promotional texts.

• Public Relations: Building good relationships with the media and business partners.

• Data Analysis: Using analytics tools such as Google Analytics and Meta Business Suite to measure campaign effectiveness.

• Negotiation: Communicating with sponsors and media to gain greater exposure.

D. Examples of Implementation in Events

1. Festival Music:

   • Create promotional videos and viral campaigns on social media.

   • Run a free ticket giveaway to increase engagement.

   • Collaborate with musicians and influencers to attract a wider audience.

2. Business Seminar:

   • Write educational articles related to the seminar theme and share them on blogs and LinkedIn.

   • Running paid ads targeting professionals and entrepreneurs.

   • Offering sponsorship packages to companies relevant to the event industry.

3. Exhibitions and Expos:

   • Using email marketing to invite attendees and exhibitors.

   • Create a social media campaign with an event-specific hashtag.

   • Collaborate with print and online media for exclusive coverage.

E. Conclusion

The Marketing and Publicity team plays a crucial role in the success of an event by ensuring that the event is widely known and attracts many attendees. With an effective marketing strategy, they can increase the exposure of the event and create a greater impact for the organizers and sponsors.

5. Logistics and Operations Team

A. Definition and Main Roles

The Logistics and Operations team is responsible for managing all the physical and technical needs of an event. They ensure that supplies, equipment, transportation, and other operational elements are available and functioning properly, so that the event can run smoothly without any obstacles.

B. Duties and Responsibilities of the Logistics and Operations Team

1. Procurement and Management of Equipment

• Make a list of equipment needs, such as a stage, sound system, lighting, chairs, tables, and tents.

• Arrange rental and delivery of equipment from vendors to event location.

• Ensure all equipment is in good condition before use.

2. Coordination of Transportation and Accommodation

• Arrange transportation for the committee, event performers, and VIP guests.

• Providing accommodation if there are guests or speakers coming from out of town.

• Arrange a delivery schedule for goods to arrive on time at the event location.

3. Venue Management and Layout

• Arrange the placement of the stage, registration area, sponsor booths, and other facilities.

• Ensure facilities such as electricity, toilets, and accessibility are ready before the event starts.

• Manage the flow of participants in and out to avoid congestion or long queues.

4. Event Security and Safety

• Coordinate with the security team to maintain order during the event.

• Prepare emergency procedures, including evacuation routes and first aid.

• Ensure compliance with safety regulations that apply at the event venue.

5. Logistics Management on Event Day

• Arrange the distribution of equipment to each team on duty.

• Ensuring all technical elements, such as lighting and sound systems, are working properly.

• Oversee the smooth running of the event from an operational perspective and handle any obstacles that arise.

6. Post-Event Dismantling and Evaluation

• Manage the process of dismantling and returning equipment to vendors.

• Evaluate operational efficiency and note any bottlenecks that need to be fixed in the next event.

• Prepare logistics reports as documentation for event organizers.

C. Skills that Logistics and Operations Teams Must Have

• Logistics Management: Able to manage procurement, distribution, and storage of event equipment.

• Coordination and Communication: Interact with various parties, including vendors, security teams, and event committees.

• Problem-Solving: Quick in handling operational constraints in the field.

• Time Management: Organizing the preparation and execution schedule for events efficiently.

• Physical and Stress Resistance: Able to work under pressure and handle various technical tasks that require high mobility.

D. Examples of Implementation in Events

1. Music Concert:

   • Setting up the stage, sound system, lighting, and audience area.

   • Regulate the flow of spectators in and out to avoid congestion.

   • Coordinate with the security team to prevent incidents during the concert.

2. Exhibitions and Expos:

   • Arrange the layout of exhibitor booths and visitor paths.

   • Providing logistics for the technical needs of each exhibitor.

   • Manage transportation of goods in and out of the venue.

3. Seminars and Conferences:

   • Setting up the projector, microphone, and sound system for the speaker.

   • Manage participant registration and ensure the smooth running of the event.

   • Arrange consumption and other logistical needs for participants and speakers.

E. Conclusion

The Logistics and Operations Team is an important pillar in an event organizer that ensures all technical aspects and event equipment run smoothly. With careful planning, good coordination, and precise execution, this team ensures that the event runs smoothly from an operational perspective.

7. Technician and IT Support Team

A. Definition and Main Roles

The Technician and IT Support Team is responsible for the technical and technological aspects of the event. They ensure that all electronic devices, internet networks, audio-visual systems, and software used during the event are functioning properly.

In modern events, especially those that are digital or hybrid (offline and online), this team is a very crucial part of ensuring that the attendee experience remains smooth without technical glitches.

B. Duties and Responsibilities of the Technician and IT Support Team

1. Installation and Management of Technology Devices

• Setting up and testing sound systems, microphones, LED screens, and projectors.

• Arrange lighting and visual effects that support the event theme.

• Ensure that the streaming or live broadcast device is running properly.

2. Internet Network Management and Data Security

• Provide a stable internet connection for the committee, speakers, and participants.

• Manage WiFi or LAN systems at event venues.

• Ensuring network security to avoid hacking or other technical disruptions.

3. Support for Presentations and Live Broadcasts

• Assist speakers or performers in the use of technology, such as digital presentations or electronic props.

• Manage webinar or live streaming software on YouTube, Zoom, or other platforms.

• Monitor audio and video quality during the event.

4. Troubleshooting and Handling Technical Disturbances

• Ready to fix technical issues quickly and efficiently.

• Troubleshoot sound, visual display, or internet connectivity issues.

• Coordinate with the equipment vendor if there is damage that requires replacement.

5. Registration and Ticketing System Management

• Set up an online registration and check-in system using barcodes or QR codes.

• Ensure the online payment system runs smoothly for participants who purchase tickets.

• Manage participant database to keep it safe and organized.

6. Digital Documentation and Data Backup

• Store video recordings and photos of events in a server or cloud storage.

• Back up important data to avoid information loss.

• Manage digital archives that can be used for evaluation and promotion of future events.

C. Skills that Technician and IT Support Teams Must Have

• Audio-Visual Technology: Understand how to operate sound systems, lighting, and projectors.

• Network Management: Ensures a stable and secure internet connection.

• Quick Troubleshooting: Able to handle technical issues promptly.

• IT System Management: Mastering the software used in registration, streaming, and event management.

• Creativity and Innovation: Developing more efficient technology solutions to support events.

D. Examples of Implementation in Events

1. Music Concert:

   • Manage stage sound and lighting systems.

   • Set visual effects with interactive LED screens.

   • Ensuring the live streaming system runs smoothly for online viewers.

2. Conferences and Webinars:

   • Providing a digital presentation system for speakers.

   • Ensuring internet connection for participants who participate virtually.

   • Manage event recordings for documentation and publication.

3. Exhibitions and Expos:

   • Set up a QR code-based registration system to speed up queuing.

   • Providing WiFi for attendees and exhibitors.

   • Managing interactive technologies such as augmented reality (AR) or virtual reality (VR).

E. Conclusion

The Technical and IT Support Team is an important part of an event organizer that ensures all aspects of technology run smoothly. With solid technical support, the event can run more professionally and interactively, providing the best experience for participants and organizers.

8. Tim Customer Relations dan Hospitality

A. Definition and Main Roles

The Customer Relations and Hospitality team is responsible for providing the best experience for attendees, VIP guests, speakers, and everyone involved in the event. They ensure that every individual who attends feels comfortable, appreciated, and gets the information they need during the event.

This team also handles communication with participants before, during, and after the event, including handling complaints, questions, and building good relationships with all parties involved.

B. Duties and Responsibilities of the Customer Relations and Hospitality Team

1. Providing Information and Services for Participants

• Helping participants get information about event schedules, locations, and available facilities.

• Provide a customer service booth or help desk to answer questions directly.

• Manage communication services such as email, phone, or chat for pre-event questions.

2. Handling Registration and Welcoming Participants

• Set up a participant check-in system to run smoothly and quickly.

• Welcoming VIP guests and speakers with special service.

• Provide goodie bags, brochures, or merchandise to participants who attend.

3. Providing Hospitality Services for VIP Guests and Speakers

• Arrange accommodation and transportation for important guests.

• Providing companions or liaison officers for speakers and VIP guests.

• Ensure guests get the best facilities according to event standards.

4. Handling Participant Complaints and Feedback

• Listening to complaints or problems experienced by participants during the event.

• Provide quick solutions to problems that arise.

• Collect feedback from participants for evaluation and improvement of the next event.

5. Building Relationships with Event Participants and Partners

• Communicate with attendees via social media and email to increase engagement.

• Building good relationships with sponsors, vendors, and other stakeholders.

• Execute customer engagement strategies to maintain participant loyalty at the next event.

C. Skills that Customer Relations and Hospitality Teams Must Have

• Good Communication: Able to interact with various parties in a professional and friendly manner.

• Problem-Solving: Quick in handling participant complaints or problems.

• Hospitality Management: Understanding how to provide the best service for VIP guests and speakers.

• Empathy and Patience: Able to handle various participant characters with a good attitude.

• Coordination and Multitasking: Able to manage multiple tasks at once without compromising the quality of service.

D. Examples of Implementation in Events

1. Conferences and Seminars:

   • Providing an information desk and customer service team to assist participants.

   • Providing a VIP lounge area for speakers and invited guests.

   • Send a thank you email to attendees after the event.

2. Exhibitions and Expos:

   • Set up a user-friendly registration system.

   • Providing hospitality staff in each event zone to assist visitors.

   • Manage attendee satisfaction surveys for subsequent event evaluation.

3. Music Concert:

   • Manage the entry queue system to be more orderly and faster.

   • Providing a team ready to assist participants who experience difficulties at the venue.

   • Providing exclusive experiences for VIP ticket holders with special services.

E. Conclusion

The Customer Relations and Hospitality team plays a vital role in creating a pleasant experience for event attendees and guests. With friendly, responsive and professional service, they help increase attendee satisfaction and strengthen the reputation of the event and its organizers.