Your event will only be as successful as the team you have on hand to execute your plans. So, how do you make sure you have all your bases covered when it comes to having people in place? Use this checklist as a guide for assigning volunteers and team members to different tasks during your event. (And, as a side note, make sure you have the right people doing the right job. Just because a person wants to be at the registration table doesn’t mean you have to put them there if they will be of greater service in the hospitality room. Challenge the members of your team to embrace their roles and make them the best possible areas. Give them feedback on why you think they are the best choice for the area where you place them.)
- Set-Up: This involves setting up the registration area, meeting rooms, lobbies, display areas, and any changes that take place during the event. Members of this team need to be organized, efficient, flexible, and able to take directions well.
- Registration: This involves greeting attendees upon their arrival and getting them checked in and ready for the event. Members of this team need to be efficient, able to handle unforeseen circumstances, organized, and have a friendly and welcoming disposition.
- Audio/Visual & Stage: This involves everything in your large group meeting area – lights, stage design, and sound. These team members need to be creative and knowledgeable in these areas, as well as have a desire for things to be done well and efficiently.
- Hospitality: This involves green rooms for your platform guests, as well as making sure other special guests are taken care of. These team members need to have a servant-minded attitude and be willing to go the extra mile when given requests.
- Catering: This includes making sure caterings are set up and torn down, as well as making sure there is sufficient food and beverage for guests. These team members need to be servant-minded, efficient and work well under pressure.
- Guest Services: This includes a variety of different tasks, including welcoming guests upon arrival, directing guests to different locations, and being available to answer questions when they arise. These team members need to be friendly and have a deep understanding of the event, its schedule, and the venue itself.
- Merchandise: If you will have merchandise available for sale at your event, there needs to be a team dedicated to setting up and selling products, as well as keeping track of money and inventory. These individuals need to be efficient, good with money, and able to work in a fast-paced environment.
- Tear-Down: Often overlooked and sometimes forgotten, this is one of the most important parts of your team. As an event planner, you do not want to be left alone to clean up your conference. These team members need a positive attitude, be willing to follow instructions, have a sense of urgency, and understand the importance of taking care of supplies/equipment. (A little muscle will help, as well.)
Setting up the right team of paid workers and volunteers is crucial to your event running smoothly. It is important for each of these areas to have a lead (a “go-to” person for the others on that team) and for that lead to report directly to the event planner. Having the right people in place is a great way to alleviate some of the stress the event planner may have.