Human Resources For Event Management (Event Management Part II)

Human Resources for Event Management:

Managing the Event Team

Event Directors, even in relatively modest events, are human resource managers. This function of the Event Director requires:

  • Developing job descriptions
  • Advertising positions
  • Interviewing people for positions in the event team (even if it is just a 5 minute chat)\
  • Allocating work
  • Training people for positions
  • Managing performance
  • Setting levels of pay, or monetary rewards
  • Thanking team members and recognizing excellence

The event director is a jugglerThe above human resource management tasks are most important as the success of the event very much depends on how the members of the event team perform. Such tasks will need to be carried out from the moment the planning phase begins right up to the end of the event, and sometimes longer.

An event may require many hundreds of people to be involved on a full-time, part-time, contractor, casual and voluntary basis.

Developing job descriptions and allocating work are important to avoid overlapping of tasks of each staff. Size of Human Resource would depend on the complexity of the event.

Example of ORGANIZING COMMITTEE: 

The Organizing Committee
Administration Clerks Media
Announcers Medical Team
Caterers Merchandisers
Cleaners Parking attendants
Court Managers Police
Dignitaries Referee
Electronic Equipment Technician Security Officers
Groundsmen Sponsor Representatives
Interpreters Ticket Collectors
Linesmen Umpires
Marketing and Promotion Team Ushers
Marshals

Structure of the Event Team

The work involved in planning, organizing and conducting a major event can be fully sufficiently great to require the recruitment of a large team of people. Members of the team may be involved on a full-time, part-time, contractor, casual and voluntary basis.

Managing of Event Staff

The success of the event will be very largely determined by how well event staff carry out their tasks before and during the event. Although the event plan may stipulate and provide details of every task that needs to be accomplished, it is still critical for the Event Director to ensure that every task is completed by the required date and time.

It is important in the event management that one small task, if not completed, can have a major effect on the success of the event.

Although the Event Director has ultimate responsibility for all matters concerning the event they cannot and should not try to be in all places at the same time. Instead the Event Director must devise systems that result in:

  1. Recruitment of suitable people for the event team who may be all volunteer, all paid or a mixture of both.
  2. The provision of job descriptions for all event staff. In many cases, job descriptions need to be created before advertising positions.
  3. The provision of training to all members of the event team as may be required. This includes general induction training as well as training specific to team position. The extent of training depends on many factors such as position, level of experience and scale of event.
  4. The creation and use of systems of control that:
    1. identify all tasks that must be completed
    2. allocate tasks to individual staff
    3. enable staff to self-check the completion of tasks
    4. provide feedback to the event director when tasks are completed
    5. provide feedback if there is any problem that prevents a task from being completed
  5. The organisation of meetings between the event management team and the event director . Meetings are crucial to ensure the Event Director is across any issue that may impact on the event, as early as possible.
Note: Event Directors should appreciate that many of the suggestions provided by this web site are suitable mostly for medium to large events. The practicalities of small events, run usually on a voluntary basis and involving smaller event management teams, may reduce the need to implement some of the measures suggested by this website.

Importance of Coordinators 

Coordinators should be a part of the organizing committee and collectively they will share in decision-making process with the EVENT DIRECTOR.

The selection of coordinators is usually on the basis of knowledge and expertise.

 

References:
http://www.leoisaac.com
Lecture from my Event Management Class (Sites Power Training Center- Dubai)

Related Topics:

How to Organize An Event? Event Management Basic Concept Part I

The Event Director Tasks

Training the Event Management Team

The Event Organizing Committee

 

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