How can you create a winning event team management plan?

I agree w/ defining a clear vision and objectives for your event(s), as well as defining roles and responsibilities of each core stakeholder. Setting the stage of what is uncompromisable and or undesired is also important. Engaging and empowering each SME to own their area and bring innovative ideas to the table is valuable as well. Be proactive, communicative and anticipate the many challenges / opportunities to pivot where necessary is critical to success.

Creating a winning event team management plan involves careful planning, clear communication between co-ordinators and team members, effective leadership, and fostering a collaborative environment. Here are some steps below provided by Lewis Jordan Events to help you create an impactful event team management plan: 1. Define Roles and Responsibilities: Clearly define the roles and responsibilities of each team members involved in the event. Identify key positions such as event manager, coordinators, designers, external vendors, technicians, and any other roles specific to your event. Ensure that each team member understands their role in the overall plan. create a chronological order of events sheet for the entire day/evening.

Start by defining clear roles and responsibilities, establish effective communication channels, set realistic goals, and foster a collaborative environment. Regularly assess progress, adapt as needed, and celebrate achievements to keep the team motivated.

My team is excited to serve our guests. Everyone knows their role and how important they are to our production. My team is treated like family, just as our guests are.

Well, the key is: #Choosing the right person for the job. #Providing a clear set of instructions to facilitate the said job. #Communication is the key here. #Another thing to keep in mind is that a happy team is an effective team so little words of encouragement, and celebrating small achievements help in motivating your team in a positive manner. # Collaboration should be encouraged and appreciated. #A regular oversight should be maintained to check if the goal is being met, and if not changes are to be made to reach that goal.

2. Set Objectives and Goals: fir example if it is wedding, the objective is to run a seamless serene day for blissful nuptials. ensuring all mishaps are managed in a timely fashion with ready solutions. Establish clear objectives and goals for the event. This helps align the team's efforts and focus on what needs to be achieved. Whether it's creating a memorable experience or meeting specific targets, having defined goals provides a sense of purpose for the team, as well as the client you serve.

Ensure that everyone is very clear on their role in the event preparation, and empower them with the resources to be successful. This includes your tech and media team, who can sometimes be forgotten in the events prep 'shuffle' until the day of. For every virtual and in-person event that facilitate, I introduce my speakers directly to the tech team weeks in advance by organizing a tech check call. That way we are able to align all the variables in regard to sound, music, and presentation quality well in advance of the event. Do not forget about the important role that your tech and operations team members play in making your event strategy successful. This will also set you apart as an events manager.

3. Develop a Detailed Project Plan: Create a comprehensive project plan that outlines the timeline, milestones, tasks, and deadlines. Break down the plan into smaller actionable steps, assigning responsibilities to team members. A well-structured plan keeps everyone on track and ensures smooth and seamless co-ordination. 4. Foster Effective Communication: Communication is crucial for successful event team management. without it is like planning to fail. Establish regular channels of communication i.e. team meetings to discuss progress, challenges, and updates. Encourage team members to share ideas, ask questions, and provide feedback. Utilize project management tools or communication platforms to enhance collaboration, if in doubt ASK!!

5. Nurture Teamwork and Collaboration: At LJE, we believe in a strong work ethic of supporting each of our natural talents. Encourage a collaborative environment where team members can work together, leveraging their unique skills and expertise. Foster a culture of mutual respect, trust, and support. Emphasize the importance of teamwork and create opportunities for team bonding and relationship building. 6. Provide Clear Guidance and Support: As a leader, provide clear guidance and support to your team members. Clear communication of expectations, providing necessary resources, and removing any obstacles we may encounter. Being available to address questions, concerns, and provide guidance throughout the planning process !!

Training your team and providing resources for everyone to prep for your event is crucial. Create a project plan, and all of the communication points that your team and partners can expect from you. Paint the picture for everyone so that they know what to expect. A clear timeline and clear communication accompanied with detailed training will empower your event team, sponsors, and speakers to prepare and stay aligned on the key goals for your event.

By the end of an event, CSMs/EMs/PMs are more than likely exhausted and needing rest. However, it’s so important, before you checkout, to take a moment and thank the people around you who helped make the event/project successful. I’ve been a part of many teams, and I am also grateful to those leading the team for acknowledging everyone’s hard work and roles; whether that be a thank you note, a Starbucks coffee, free meal, champagne toast, or a shoutout on the company’s intranet! This builds camaraderie, trust, and loyalty. No matter what you choose to do, it’s so vital to celebrate you and your teams wins each and every time.