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
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 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.
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
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
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
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.
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
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
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
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
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
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
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.)