To organize a successful event, you need to enlist a dream team of events experts who are willing to invest their time and expertise in helping manage an event. Whether you're planning a small meeting or large scale event, these experts can get the job done to create an excellent attendee experience. Integrating a team where everyone is considered an expert can be a challenge. Making sure everyone is in a role that utilizes their strengths and works together harmoniously is where you may face the biggest challenge. Too many people involved in similar functions while managing an event can ruin the attendee experience.
Let’s discuss the proactive steps you can take to on-board a top-notch events team.
Set team goals and expectations
Your event goals and objectives define the success of your event. The event team on point throughout the conference plays a major role in ensuring the execution is a success. Having unclear goals and objectives can throw the entire event off course due to the lack of clarity from leadership. To develop goals and objectives, make sure to use the SMART format. To make sure your goals are clear and obtainable, each one should be specific, measurable, actionable, relevant, and time-bound.
Host team introductions
From the get-go, you want to make sure your team is in sync and everyone understands each other’s role during the event. Before the event begins, host a team meeting where everyone involved in the event gathers together to get to know each other, learns about each other's roles, and is briefed on the goals and logistics of the event. After this meeting, everyone should have a clear understanding of their roles and responsibilities. Take advantage of the chat functionality in the event app to update the team daily on any new logistics changes.
Leverage each other’s strengths and weaknesses
A key aspect of hosting and planning a successful event is making sure you are leveraging the skills of your on-site events team. Allocate roles based on the strengths of the people you’ve hired. If someone is skilled in technology and the rest of your team isn’t, it would make the most sense to assign the tech-savvy person to a role that involves managing on-site technology.
The great thing about delegating roles based on strengths is you can ensure that your team is happy with their assigned responsibility. Everyone will feel energized and excited to work with like-minded peers.
Use the RACI framework to project manage your event
Using the RACI (Responsible, Accountable, Consulted, Informed) framework to project manage your event. In the event planning and execution phase, there are a lot of moving parts.
The RACI method will ensure that everyone is on the same page about what needs to be done and how they play an essential role in making sure the event is a success.
Train events team on event software
One of the first items on your on-boarding checklist should be to train all staff on how to use your event software and mobile app. Explain what it is and breakdown what each feature does. Make sure your team has downloaded the app on their mobile phones so they can walk through the user experience during the live demo. This will ensure that any questions they may have are answered right on the spot.
Celebrating team accomplishments
At the end of the event, when your team of planners and logistics crew is ready to close down the event and get ready for the next show, don’t forget to take a moment to celebrate the great work they’ve done. Celebrating wins, no matter how small or large the show is key to retaining top talent. Everyone loves a pat on the back for doing a great job. Nothing brings a team together, like celebrating each other’s success. Make sure to tell everyone throughout the event how great of a job they are doing, this will boost overall team morale. A happy events team often means a satisfied attendee experience.
One of the first items on your on-boarding checklist should be to train all staff on how to use your event software and mobile app. Explain what it is and breakdown what each feature does. Make sure your team has downloaded the app on their mobile phones so they can walk through the user experience during the live demo. This will ensure that any questions they may have are answered right on the spot. our event should be a success.