What factors should you consider when assigning roles to your event production team?

When assigning roles to your event production team, it's crucial to consider several factors to ensure a smooth and successful event. Here are some key elements to ponder: **1. Event type and size:** * **Complexity:** A large gala will require different roles and expertise compared to a smaller seminar. Consider the technical aspects, number of attendees, and logistical demands. * **Specific needs:** Identify unique aspects like catering, entertainment, or specialized equipment and assign roles accordingly.

As Head of Experiences at Variety Communications, an event company in Singapore, this is the foremost sector to determine who, and what is needed. Event type and size are crucial in role assignments. Large events demand strong project management and vendor coordination. Smaller events benefit from a hands-on approach, with team members collaborating closely. Matching roles ensures seamless experiences that exceed client expectations.

Firstly the budget,the venue size,excessability ,your target market who you want to attract affordability ,transportation of equipment

The first thing I consider is each person's strengths and weaknesses. Not only in job performance but also in teaching and communication. If I have the labor, I like for people to work in pairs and for older, more experienced staff to be in positions where they can openly share their knowledge while younger staff still feel empowered to express new ideas. Teamwork is crucial and while everyone has a role to play it's important that anyone can step in at a moments notice to fill gaps - wherever and whatever they might be. By mixing skillsets and engaging thoughtful communication I feel I can build a solid team that functions like clockwork during a crisis as easily as it does during downtime.

**2. Team size and structure:** * **Available resources:** Are you working with a large professional team, volunteers, or a mix? Assign roles based on individual strengths and available personnel. * **Leadership:** Identify experienced individuals to manage specific areas like logistics, budget, and communication.

**3. Team skills and experience:** * **Individual strengths:** Leverage team members' expertise in areas like marketing, technology, project management, and creative thinking. * **Learning opportunities:** Consider stretching individuals by assigning tasks outside their comfort zone while providing support.

When assembling our team, I consider factors like experience, creativity, adaptability, and reliability. I aim to create a cohesive unit where everyone feels valued and empowered to contribute their best. From visionary event planners to meticulous coordinators, tech-savvy production crews to charismatic hosts, every role plays a crucial part in delivering unforgettable experiences for our clients and attendees.

**4. Team motivation and engagement:** * **Interests and preferences:** Match individuals with roles that align with their interests and skills for higher engagement. * **Clear expectations:** Communicate responsibilities, timelines, and reporting structures clearly to avoid confusion and demotivation.

**5. Team flexibility and adaptability:** * **Contingency plans:** Factor in unforeseen circumstances and assign roles that allow for quick adjustments and problem-solving. * **Cross-training:** Consider cross-training team members on multiple tasks to ensure flexibility and redundancy in case of unforeseen situations.

Consider software platforms that allow you to assign roles to different members of your team , only allowing them to control and view their speciality such as IFB Talkback. However , a director will be able to see and control all elements within the event production GUI