Events management team job roles

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Events management team job roles

  1. 1. Event coordinator:The events coordinator sits at the very top of the hierarchy; therefore they have the highest level of authority and are responsible for managing all staff members below them. It is their role to coordinate the detailed work required in order to ensure the event runs smoothly and according to plan. They work in the public, private and not-for- profit sectors and can work for event management companies, in-house for an organisation or freelance. Coordinators may manage events such as festivals, conferences and promotions. The role of event organiser is usually hands-on and often involves working as part of a team. Event organisers must be able to complete a wide range of activities requiring clear communication, excellent organisational skills and attention to detail. They must work well under pressure, ensuring the smooth and efficient running of an event. Event planner:The Event Planner has a vital role in the events management hierarchy as they are responsible for a great deal of the important tasks, such as choosing the location, organising transportation, catering and has a great deal of responsibility in the finance department, ensuring the team stick to the budget. They need a set of skills including good verbal and written communication, the ability to keep calm under pressure and being able An Events Management Team: Job Roles & Responsibilities
  2. 2. to negotiate properly. They may have to negotiate when reaching a decision with the local authority about a debateable topic relating to the event and the design. Client Service Event Manager:this too is high in the hierarchy and carries with it a great deal of responsibility for dealing with the public. They must be professional, polite and have good people skills in order to carry out their job effectively. For example when dealing with an angry customer, they must try their hardest to keep the customer calm whilst trying to reason with them in a mature, professional manner. The Client Service Manager will be in charge of making sure the customer’s needs are satisfied and helping / advising them with any queries they may have. They must also deal with feedback / complaints, displaying strong communication skills. Event Manager:The event manager will work closely with the Coordinator to ensure the event runs as smooth as it can. Their role is to be active and practical and some paperwork is sometimes required such as planning details / changes to the schedule. If the members of staff have a problem they can discuss it with the manager. It is their role to listen and help their employees and guide them to where they need to be to reach the aims / targets of the event. Event Assistant:Assists the Manager with any jobs or errands that need carrying out. They may also make phone calls to people who can help advise or help with research. On some occasions they may be responsible for the crew, if for example the manager is busy, the assistant will tell the crew what their job is. The event assistant must know the details of the event in order to teach others, they must also be organised and flexible in order to meet the needs of the Events Manager. Choreographer:puts together the routines for a performance, devises the piece and then teaches it to the performers. Need skills such as creativity, the ability to think differently and knowledge about different styles of dance/drama. They will also be involved in the technical rehearsals, ensuring the dancing looks right from the audience’s perspective before the opening of the event. Artistic director:The artistic director hires the directors and designers which is a big job because they must have confidence that the people they employ will achieve high standard results. They also liaise with the marketing and publicity manager to develop sponsorship deals and marketing policies, such as advertisements. They also produce the initial brief for all departments involved in the events management process. As someone who is high in the hierarchy, they must have the ability to communicate well with their team. An example of when good communication is used is in the setting up / get in stage. The Artistic Director should be checking with all departments that everything is under control and if they have any worries they should feel comfortable to ask.
  3. 3. Ticket sales manager:This sounds like a simple job however it is far from it. The ticket sales manager is responsible for all ticket related issues, including designing the tickets, printing, data entry, organisation of the tickets and much more. They must also have a wide variety of skills, mostly involving dealing with the public because in order to make as many sales as possible they must be good at winning people over and persuading them to purchase a ticket. This also means negotiation can come into force. They have to promote the event and believe in it in order to make a sale; they cannot expect the public to buy the tickets every time. They must make them want to attend. Catering Management: The catering manager is in charge of hospitality and ensuring guests are treated well during the event. Their primary job role is to provide a service, organising the food and beverages at an event, meeting customer expectations, food and hygiene standards and financial targets. They will source the food and drinks and set up the catering room at the venue. They will liaise with the events manager and coordinator to determin a budget, which is important when sourcing the refreshments and keeping a stock count (ensuring there is enough for each night.) The qualities they require are to remain calm when under pressure, good communication and strong organisation skills. A situation whereby remaining calm is important is when there is a large queue of people waiting to be served refreshments and food – they must be able to provide the service as professionally and efficiently as possible. A situation whereby organisation is important is prior to the opening of the event, ensuring everything is in place ready for when members of the public arrive. There must be enough food and drinks to last for the duration of the event / interval. Lighting Operator:The Lighting Operatoris involved in all rehearsals and plotting sessions. Sometimes they write their own cues and operate the lighting desk on the night of the performance. They can sometimes be responsible for setting up and shutting down equipment at the start / end of the show. For example when I was the lighting operator on WWRY, I had a checklist of things that needed reviewing / switching on before the audience came in. It gave me a level of responsibility which was great as I learnt new lessons. And during the A2 drama exams I wrote my own cues. However as WWRY and Footloose were bigger productions, the DSM cued me each time. Sound operator:Like the Lighting operator, the sound operator operates the sound desk (Mac – Qlab) on the night of the performances. For WWRY, the sound operator was also responsible for the projection as well. They too must carry out pre-show checks, and switch on / off equipment at the beginning /end of every show. And prior to the show, attend the rehearsals in order to be familiar with the cues and when the music / sound effects are played during the performance. Director:Is hired by the Artistic Director and has overall artistic control of the production, discussing budgets with the Production Manager and liaising with the designers to create the style and concepts
  4. 4. necessary to the production. Directors are responsible for directing the performers and advising production departments as to the requirements of the production. Administrator:Is in charge of the spending within the company and is responsible for employees’ rights and pay. They also originate and distribute budgets to the managers. This is essential after something has been hired, e.g. set because set is expensive which means a great amount of the budget will have gone. The manager’s must check with the administrator before making a purchase in order to control the money being spent. Production Manager:Overall control of the staff - Employs and supervises all the production staff ensuring they are trained in a safe working environment, whilst being responsible for the maintenance of all working areas and equipment. They are also responsible for setting up the Risk Assessment. Liaises with directors and designers over budgets and designing deadlines, advises the designer about Health and Safety implications within set design and oversees all ordering of materials and building work. The PM Controls the budget and schedules and oversees all work during the preparation for the production, contributing to technical rehearsals also. Stage Manager (SM): Has overall responsibility for the stage management team and their training but will have to be flexible. They oversee auditions process, provide rehearsal equipment/space and runs the technical rehearsals alongside the director and production manager. The stage manager co-ordinates the information flow between all departments and is in charge of the safe storage and return of props, sets, costumes and furniture. Set Designer:Set designer works with the production manager on the budget and safety and the director to create the visual and stylistic elements of the sets, furniture and props. They will build a scale model of the set, produce a ground plan and drawings to assist the production and performing teams to visualise the ideas in the design. They will also oversee the painting and building of sets. Master Carpenter:Responsible for building the sets and ensures the quality of a set is maintained, whilst ensuring Health and Safety regulations are followed. They must also be in charge of other work shop staff and be responsible for the safe delivery of the set on stage. Scenic Painter:Responsible for all the painting elements of the set and the workers within the paint shop, including making sure everyone follows the Health and Safety legislation in the use of the various materials required for the job. They also control the paint budget. Props Master:In charge of all props: e.g. sourcing, making, the delivery and ensuring all is within the budget. Making sure they maintain a high standard throughout the run is also important, as is ensuring that the staff follow the Health and Safety rules whilst handling dangerous substances and equipment. Lighting Designer: The lighting designer develops the overall lighting interpretation for the production. They decide on the appropriate types of lights, positions for the lights, auxiliary equipment, effects and other specialist equipment
  5. 5. required to achieve the specific design. The lighting designer also produces a plan to convey that design for rigging. They must also ensure the quality of light is consistent. Chief LX (electrician): Manages the running of the electrical department (budget, staff, etc.) and is responsible for maintaining all in-house electrical equipment. They rig, focus and plot equipment whilst training assistants and making sure the quality of the lighting design is maintained throughout the run. Sound Designer:Works alongside the director and musical director and designs the overall sound for the production. With the permission from the production manager, they will choose the positions of the speakers, monitors and auxiliary equipment whilst making sure the quality of sound all around the venue is balanced and audible. Sound Technician:Responsible for ensuring in-house sound equipment is maintained to a high standard and operates the sound during the run. They also hire and order equipment needed and record sound effects required for the production. Costume Designer:Works with the director and set and lighting designers and will create the visual and stylistic design of the costumes. They will provide costume drawings and samples of fabrics for the wardrobe supervisor to understand the design and oversee the making and hiring of costumes and attends all of the fittings. Wardrobe Supervisor:They are responsible for the smooth running of the wardrobe department and in charge of the ordering and delivery of all costumes whilst training wardrobe staff and overseeing the making and hiring of costumes. They run the fittings to make sure performers are comfortable / happy with the costumes. Dressers/maintenance:They are responsible for costume changes during technical, dress rehearsals and the run. They ensure performers are assisted with any difficulties they may have regarding the costumes and costume changes. They also maintain the costumes throughout the run to provide a constant quality of appearance. Front of House/Box Office Manager:Responsible for the auditorium, restaurant and bar areas as well as the box office, therefore they must ensure the audience are safe and secure. They manage and train bar/restaurant staff whilst supporting them and they also hang the front of house displays with the publicity manager. Marketing/Publicity Manager:Responsible for ‘selling’ the show (raising the public profile of the theatre) they produce leaflets, posters, advertising and organise the distribution, whilst arranging all the press and photo calls with the performers in liaison with the SM. With the artistic director and general manager, they also attract sponsorship in order to raise funds and revenue (the income.)

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