Managing your event team is a crucial skill for any event producer. You need to coordinate different roles, tasks, and deadlines, while ensuring quality, safety, and customer satisfaction. How do you do it effectively? Here are some tips to help you lead your event team with confidence and success.
Before you start planning your event, you need to have a clear vision of what you want to achieve and how you want to measure it. This will help you communicate your goals and expectations to your team and align them with your strategy. You can use tools like SMART (Specific, Measurable, Achievable, Relevant, and Time-bound) or OKR (Objectives and Key Results) to set your goals and track your progress.
Create a safe space for team members to share their thoughts. Host regular feedback sessions where everyone is encouraged to speak and leaders model receptive behavior.
Effective event leaders set clear goals for each team under their charge. E.g. your logistics team. What do you expect from your logistics team? Do you want them to follow an agreed plan blindly? Activation according to plan is moving ahead sequentially. They must also be adaptable and have an intuitive feel to help clients get out of a pickle. You must deep dive early, poke holes and risk mitigate the team’s plans. Rehearse “how to fail”, especially areas like, vendor no shows and on-ground challenges etc. Last minute changes and how to deal with them. Even nasty clients! How fast can your Plan B help you get back on track. Focus on the big picture. Do deliver what you promised your client. You’re only as good as your last event!
Knowing and understanding your team very well is key into forming a great event team. This allows for key and right people to be placed in well-fitting roles and allows room for growth for those wanting to try different tasks in an event. All this feedback can be factored in when seating goals and expectations which gives a more solid and well-thought out plan.
Consider how you can support your team to become the best they can be. Rather than control, empower them to become confident decision makers, be their ultimate support function, and raise them up. Welcome and implement ideas from them and use their energy to increase the effectiveness of the combined team. Give them accountability and ownership of certain tasks, or consider asking them to become "subject matter experts" in a topic that is important to them. Finally, train, and coach, until they can take no more. Good training, both external and on the job will give them the tools to be better than you are!
Once the baseline goals are set and everyone is on the same page, it’s time to empower your team to get at it. Trust your team to do their tasks but verify and provide any support they might need. A good plan is only as good as it’s execution.
Once you have your goals and expectations, you need to assign roles and responsibilities to your team members. You can use a RACI (Responsible, Accountable, Consulted, and Informed) matrix to define who does what, who makes decisions, who provides input, and who needs to be updated. This will help you avoid confusion, duplication, or gaps in your team's work and ensure accountability and transparency.
We do team building meetings twice a year at the begininning and end of our the year where we review the past year, goals for the year ahead and team roles and responsibilities. We do team building exercises & education around topics such as shared values, leadership, communication and client relationships for example. We have each person on our team present an exercise as well to bring in different perspectives and add dimension to this meeting. We also provide a great lunch as well as hand out bonuses and gifts. and once a year for the entire events team. We also do a pre-season event for our large on site freelance event team who only work with us for events. This year we did axe throwing followed by dinner at a local brewery.
Event teams should be built around clear roles; roles should NOT be tailored to individuals based on preference or perceived strengths. Hybrid/customized roles can and often do lead to missed details/dropped balls due to overall disorganization. RACI is an exceptionally useful tool for defining these roles here—from your sales team to logistics planner(s) to ops management to service leads, event staff and vendors, you can draw a clear path of responsibilities/accountabilities for individual tasks that is logical, trackable, and ultimately functional. Roles should be clear, all duties and tasks related, and certain overlap/key redundancies should be put in place to keeping projects moving forward in a timely and efficient manner.
It's important to plan team-building activities that are not only enjoyable but also applicable to the event industry. This may include workshops, escape rooms, or role-playing exercises that simulate event crises. These activities can enhance problem-solving skills and team unity.
Encourage team engagement such as team building or brain dates where you have 15min pow wow chats just about anything, firstly; It offers the team to be well aquatinted with each other ahead of the event. Energy and synchronisation is important and contributes hugely to the success of an event. Secondly; It gives you as the EP a clear map of who is more suitable for which role. I’d also suggest a detailed pack that the team can go through and have an opportunity to ask questions prior to the start of the event planning. This avoids confusion and holds every team member accountable.
Expect the unexpected. Encourage your team to anticipate potential issues and develop contingency plans for various scenarios. Having a proactive approach to problem-solving will help your team respond effectively to challenges that may arise during the event.
A project plan and timeline are essential tools to manage your event team and keep them on track. You can use software like Asana, Trello, or Basecamp to create a project plan that outlines the tasks, milestones, dependencies, and resources for your event. You can also use a Gantt chart or a calendar to create a timeline that shows the start and end dates, deadlines, and priorities for each task. You can share these tools with your team and update them regularly to monitor your progress and adjust your plan if needed.
Consider investing in event management software with features like attendee tracking, vendor coordination, and real-time feedback collection to streamline processes and reduce manual work.
One of the things event planning demands is time. Where possible try to manage time better. A collaborative software that all team members has access to can be super beneficial and time-saving. It’s way better than doing things manually, this way everyone is privy of live updates as they happen.
Google Sheets is one of the free useful tools you can use for any event/production. You can create a timeline, production/creative team list, attendee sheet, projected/actual budget sheet, etc.
Creating a project plan and timeline involves several key steps. Firstly, define the project's scope and objectives, outlining what needs to be achieved. Break down the project into tasks or phases, listing dependencies between them. Estimate the time, resources, and personnel required for each task. Use project management software or tools to create a visual timeline or shows task durations, start and end dates, and critical path. Assign responsibilities to team members, set milestones, and establish clear deadlines. Regularly review and adjust the plan as needed to adapt to changing circumstances, ensuring that the project stays on track and meets its goals.
Working backwards really helped me plan for events. Starting with what was known and filling in the blanks by plotting timelines, breaking down tasks by area or project (volunteers, vendors, communications, etc.), and ensuring every detail (big and small) was accounted for. Then I would duplicate the document for the next event and make necessary updates so as to avoid doing the heavy lifting each time!
Communication and collaboration are key to managing your event team effectively. You need to communicate clearly, frequently, and consistently with your team and other stakeholders, such as clients, vendors, or sponsors. You can use tools like Slack, Zoom, or Google Docs to communicate and collaborate online, or schedule regular meetings, calls, or emails to check in and provide feedback. You also need to listen to your team's ideas, concerns, and challenges, and encourage them to share their opinions and suggestions.
Have different levels of ongoing communication depending upon the level of team members. Slack & Zoom and similar tools are great for your day to day team, but your volunteers and event staff don't need to see the day-to-day operations - in fact, it's better they don't, you don't want to overwhelm them. Make sure that any comms passed down to them are concise, that their roles, timeline, and expectations are laid out clearly, and that it is easy to get in contact with you for any further questions.
Effective communication and collaboration are essential for successful teamwork. Maintain open and transparent communication channels with your team, using tools like email, messaging apps, and regular meetings to share updates, progress, and challenges. Encourage feedback and brainstorming sessions to harness collective creativity. Finally, promote a positive and respectful team environment that encourages cooperation and builds trust among members.
I think strategic communication is essential to a successful event. Both from managing teams to communicating with vendors and attendees. I am still a big advocate for a well executed email (one ideally containing everything you need to know) so that it is easily accessible and notes all the important details clearly and effectively.
Concerning Entertainment, make sure to programm the right type of entertainment at a corresponding timeslot. Organisational wise an Event can be perfect, but messing up your Entertainment, will give a terrible end result!
Delegating and empowering your team is another important skill for managing your event team. You need to trust your team's expertise and experience and give them the autonomy and authority to complete their tasks. You also need to provide them with the support, guidance, and resources they need to succeed. You can use tools like SMART or OKR to delegate tasks and set clear expectations and outcomes. You can also use tools like coaching, mentoring, or training to empower your team and help them grow their skills and confidence.
Each person on our team has a clearly defined lane and areas of responsibility. We have steps in our process for accountabiliy. We communicate daily and have meetings, both weekly and as needed. When I scaled my business and hired/trained a team, I made list of everything I did and then delegated about 75% of it to my team. I work closely with the team to make sure that I am delegating and empowering each member to be the best event producer they can be. I also advise and mentor our team on a regular basis. We also review annually and as needed each team members roles and responibilities and make adjustments as needed or when we onboard a new member.
This is something very close to my heart. It is utterly important to afford your team a seat at the table. Allow free expression as that is what will contribute to their growth. Where possible let them lead and pursue certain topics. One of the key things I am also learning as a leader, your team must feel like they matter in and outside the project, listen and give guidance and support
Micro-management is the most counterproductive thing to any team and any event. You seem to be in control doing (almost) everything by yourself, but in fact, you are wasting your energy on micro-tasks - good-bye team productivity and hello personal burnout. Your team will never learn, and the best, eager to evolve, will go elsewhere. Is this really what you wish? If not, learn to trust your team, mentor and motivate them.
Planning events can be stressful. It's important to have measures in place to help team members manage stress, such as flexible work hours, relaxation zones, or counseling sessions if needed.
Encourage autonomy by allowing team members to make decisions within their areas of responsibility and supporting their choices. Provide guidance and resources when needed, and offer constructive feedback to help them GROW (this is very important).Regularly check progress without micromanaging, and be open to their ideas and input. Empowering others wisely means balancing trust with support, enabling team members to take ownership of their tasks while knowing you're there to assist when required.
Recognizing and rewarding your team is a great way to manage your event team and motivate them to perform well. You need to acknowledge your team's efforts, achievements, and contributions, and show them that you appreciate their work. You can use tools like praise, feedback, or recognition programs to recognize your team and celebrate their successes. You can also use tools like bonuses, incentives, or perks to reward your team and show them that you value their work.
I employ a combination of verbal acknowledgment for our team members' efforts with lots of incentives. I conduct team meetings twice yearly to educate, evaluate and give a platform to team members to express themselves. These practices help our team to function more efficiently and bring added value to why it is great to work for my small business. I gift our team materially, experientiallly, and with bonuses and profit sharing. Perks are a must too to make the work we do even more rewarding. During our off season our team is allowed wfh days each week and i employ summer Fridays when our day ends at 2p but team is paid for a full day.
I believe that R&R goes hand in hand with delegating & empowering your team. In order for your team to feel empowered, you need to show them your appreciation of their work and their contribution to the team. Again, listen to your team, understand that a blanket reward approach might not work as a team has different people with different interests.
Events, though exhilarating can be taxing on your body, mind and sometimes personal life. I’m sure to constantly reaffirm my team that they are simply amazing, calling them out for all that they are and all that they bring to the table. I encourage them to take time off, unplug and recharge. We celebrate big and small accomplishments, I’ll take them to lunch or on walks to Starbucks. I do my best to let my team know that I see them and I that truly appreciate them.
I used to pre-write my thank you emails. I'd queue them up for all the members of my team and include a number of the ways they've already helped make the event a success, and then the day after the event including a few more personalized details. By having them partially pre-written, I wasn't having to think them all up from nothing and it allowed me to send them immediately following the event!
I almost always had a plan B and plan C prepared (once I had a "rainy plan" and a "super rainy plan" ??). Even if it's minor updates or adjustments, preemptively planning for it means you don't have to come up with a solution on the fly. Yes, maybe it was unnecessary stress and additional work, but I'd rather bear that weight before an event while I have the headspace and resources than while I'm in the thick of one.
Collaboration is key to creating a cohesive team. The Event Canvas framework is one of the best tools for instilling good team collaboration from the beginning of your event planning process. I use it for event and team goal-defining. Its framework sets up the entering and desired exiting behavior of your intended audience, plus lays out the jobs, experiences, and design for making this behavior possible. It's a very intuitive framework. Your entire team can contribute to creating the framework and expectations for the event.
There's two tried and true phrases that come to mind for me... "Fail to plan, Plan to fail." and, at the same time, to pull from my southern upbringing, "If you want to make God laugh, tell him your plans." It's important to lay out contingency plans for everything that might go awry during your event. Know who your point people will be in a crisis, know who will be your person that can manage the expectations of VIPs, make sure people know how they can reach you... but above all? Know you can't plan for EVERYTHING. Breathe and learn to take the surprises in stride.