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Building a team
Whether you have an army of willing volunteers, or need to extract your colleagues from their day-to-day tasks kicking and screaming, it’s not always easy to build an event planning team. How do you choose the right people and form them into a well-functioning team?
Step 1: Select team-members
Choose team-members for their skills and abilities as they apply to the event. Aim for a mix of team-members with different skill-sets. Ensure that together as a group, you represent all the skills needed – in the right proportions – to make your event a success.
Step 2: Set the ground rules
At your first team meeting, make it clear who is in charge and what is to be expected from the team. This is the time to remove any confusion or conflict, and clearly set hierarchies, roles and responsibilities. Do this now to avoid potential problems later.
Step 3: Brief the team
Well-briefed team-members are essential for a successful event. Tell the team-members what the aim of your event is and what message should be spread. At every stage ensure they are completely in the picture.
Step 4: Assign tasks and set goals
Set clear, unambiguous and achievable goals for the team as a whole, and for individuals within the team. No team-member’s goal should conflict with another team-member’s goal. Assign different tasks to one or more people. Make sure people are capable of their tasks and know what they can decide on their own and what they need to refer to you.
Step 5: Communicate
Communication is essential for the success of your event. Plan regular meetings to keep track of the event as it progresses. Encourage and foster cooperation, not competition.
Expert tip
“You're only as good as your team! Select the best suppliers and staff and involve them from the start.”
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