II. EVENT PLAYERS
Examine the key players of the event industry
Roles and responsibilities
o Everyone involved in an event should know to whom they are responsible, who is responsible to
them, who they are working with and what exactly their function is in organization.
o Organizational chart helps to clarify any uncertainty and provides an overall picture indicating the
various responsibility areas.
o Work flow chart indicates critical paths will be valuable for programming and timetabling the work of
committees, tasks units and teams.
Staff and Personnel
All events need personnel. The number and type will depend on the nature of event.
1. The coordinator (Event Manager) – does not organize directly.
• the leader
• the link person – meet clients to determine objectives and requirements for the planned
• the informer
• the one person who knows what is going on in each unit, section or team – to plan scope
and format of events, to establish and monitor budgets, or to review administrative
procedures and event process.
• exert pressure
• The coordinator must control and monitor progress using the most efficient method:
ii. sectional heads reporting
iii. work flowchart
2. Support Staff – acts as organizers.
• sectional head
• team head
• discrete unit
*Staff and helpers must be highly committed and involved. This is the job of the coordinator and the team
heads. The answer is never to be complacent, nor to take people for granted because the support staffs are
Help your event run smoothly and surely.
Provide security, entertainment, stewarding, hosting and other roles.
Are also at the front line, and are important in making your event look and feel good.
Include security guards, hospitality professionals and models.
Events are run with many different types of staff and helpers. Large scale events will have full-time staff, part
time paid staff, paid casual staff and volunteers and will also delegate certain functions to agencies,
organizations, clubs or concession others.
PAID STAFF will need to know well in advance:
• rates of pay and insurance aspects
• the time and conditions
• trade union
• irregular hours
VOLUNTEERS will need to know exactly:
• where they stand
• responsibilities and how far these extend
*Legal problems are always to be borne in mind with special events; contractual problem, health and safety
issues, insurance details and promotional aspects will call for professional legal advice.
10 some major and some minor faults in administering an event:
1. Lack of objectivity and clarity
2. No appointment of coordinator
3. Inadequate administration
4. Insufficient planning time
5. Poor organizational structure
6. Lack of unity and coordination
7. Poor anticipation of potential problems
8. Insufficient prior adherence to licensing and safety regulations
9. Unprofessional event
10. No evaluation or learning lessons from the past
Seven-stage event planner
1. Formulate ideas or receive proposals
2. Undertake a feasibility study to make a decision
3. Agree strategy, structure and objectives
4. Plan methodically
5. Fine tunes and rehearse
6. Present and manage the event
7. Evaluate and account
What is sponsor?
Sponsorship is a promotional technique used by business, both large and small, for purely
An effective marketing and communication tool used by many businesses, organizations and
government agencies, regardless of their size.
Sponsorships are not donations
The general aim of sponsorship is:
• to raise the profile of the sponsoring organization,
• sell more products or services,
• reach particular target audiences.
Sponsorship can also promote a positive awareness of the organization with customers, potential
customers and the community.
In large organizations, sponsorship decisions are typically made by marketing, advertising or
corporate communication teams
Advantages that sponsor’s company gain from event
1. New image
2. Changing the public perception of an existing product
3. Countering negative or adverse publicity
4. Building pride among employees
5. Exclusivity, the ability to lock the competitor out of the competition
6. Opportunity to demonstrate product attributes
7. Opportunity to generate sales
Advantages that the event company gets from sponsorship
1. Provide cash payment or in-kind goods and services
2. To be genuinely committed to sponsorship
3. To promote the event wherever possible
4. To commit sufficient funds for promotional activities
The audience will be those individuals and organizations who have the potential to carry forward the
activities, lessons and outcomes during the lifetime of your project and into the longer term after the project
has finished. Therefore, the types of activities undertaken need to be tailored to the needs of your target
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