EVENTS MANAGEMENT

LESSON 2: ROLES OF THE EVENTS MANAGEMENT TEAM

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INTRODUCTION

Welcome to the second lesson of the Events Management course!

In the previous module, you have learned about what an event is and its purpose, especially in the context of UPLB. We have also tackled the various examples of UPLB events, as well as how to choose an event theme as part of the event planning process.

In this module, we will discuss the roles of the events management team. Specifically, we will tackle the different committees on events management, the positions in each committee, and the characteristics of the people involved in events management.

Lesson Objectives:

At the end of the lesson, the participants should be able to:

Enumerate at least three (3) committees on events management;
Identify at least three (3) positions in the UPLB Live Events Production Team; and
Identify at least three (3) characteristics of people needed for events management.

Study Hour/s: 1.5 hours

Lesson Assessment: Short Quiz via Google forms

I. uplb events management committees

It takes a village to form a successful event. Knowing the different groups of people and their tasks will make an event efficient and organized. In this lesson, we will discuss the events management committees that you will need.

Steering Committee

- Leads the overall planning of the event, and coordinates and provides support to other committees.
- The Steering Committee Head Coordinates with other committee heads regarding needs and other concerns that have to be addressed.

Programs Committee

- This committee creates a comprehensive event plan that includes themes, goals, and desired outcomes of an event.
- It is responsible for designing and preparing the activities of an event.
- This committee selects the hosts and guests for the event, as well as coordinates with other committees for physical arrangements, venue, and guest lists.
- The Program Committee Head oversees the planning and preparation of the program activities and identifies the human and financial resources needed for the program of the event.

Source: University of the Philippines Los Baños

Invitation and Reception Committee

- This committee prepares the guest lists, consults invitation design to the programs committee, and delivers the invitations.
- These invitations may be sent personally or through mail, email, or social media. They are also responsible for canvassing, ordering, and purchasing souvenirs.
- Ensures that protocols during an event and the seating arrangements are in coordination with the Office of the Chancellor.
- The Invitation and Reception Committee Head coordinates with the Program Committee Head on the design of the invitation to be sent to the guests.

Secretariat Committee

- The secretariat committee is responsible for administrative and executive services during an event.
- Members regularly report and keep track of the status of the organization’s event preparation.
- Documents the proceedings of the event and coordinates with the colleges' committee on the information, media relations, and communication in the production of their respective events.
- The Secretariat Committee Head ensures all delegated tasks are completed and the event is documented before, during, and after.

Finance Committee

- Takes the lead in the overall budgetary plans, fundraising efforts, and solicitation during an event.
- They issue receipts to sponsors, donors, and advertisers. This committee also coordinates and provides the necessary support in the processing of purchasing, disbursement, and reimbursement related to the event.

Source: University of the Philippines Los Baños

Physical Arrangement and Decorations Committee

- Prepares the necessary decorations and physical arrangements for an event.
- Arrange for the maintenance of the premises used during an event.
- The committee head ensures that the physical arrangements for the event are in place.

Food Committee

- Coordinates with food concessionaires, identifies the menu, and determines how to properly distribute food among guests.
- Leads the menu planning for the guests during, pre-and post-event.

Logistics Committee

- The logistics committee ensures that all the things needed for the event (e.g. equipment, props, decorations, sound system, tables, and chairs) are secured and will be delivered on time for the event.
- Prepares contingency plans for unforeseen changes in the venue, transportation, and technical services.
- The Logistics Committee head oversees and ensures all physical and technical arrangement requirements for the event are in place.

Source: University of the Philippines Los Baños

Publicity and Promotions Committee

- makes sure that the event is well communicated across different audiences.
- Sources out and negotiate sponsorships and partnerships.

Source: UPLB DevCom

Safety and Security Committee

- Prepares the route of vehicles and posts road signs and guides visitors, identifies parking areas and post security guards at strategic places.
- Maintains decorum, the solemnity of the affair, and an orderly audience.
- Provides first aid and ambulance service.
- The committee head oversees the security and safety strategy during the planning process of the event and its implementation on the day of the event.

II. The UPLB Live Events Production Team

According to the Administrative Order No. 2022-282 of the University, the UPLB Live Events Production Team is in charge of providing professional production services for hybrid university events. Aside from providing services for university-sanctioned events, the team may serve other units who wish to avail their services.

uplb live events production team

Director and Team Leader

- - According to (Career Insights, 2022), they are responsible for overseeing all aspects of the event production process—from pre-event planning through post-event evaluation.

Assistant Director

- - Shares responsibility with the director in all aspects of the event.

Floor Directors

- - According to (BeOnAir, 2022), the floor directors test equipment to ensure it is functioning properly, communicate with the control room to coordinate various aspects of production, oversee lighting and sound, manage rehearsals, ensure that props are ready and correctly placed, manage studio staff, and more.

Technical Director

- According to (Glassdoor, n.d.), the technical director is in charge of all aspects of technical production such as lighting, sound, and equipment.
- Works closely with the director in drafting concepts and needed technical equipment.

Technical Operator

- According to (Learn.org, n.d.), the technical operator ensures that the machines and equipment are working properly.
- Sets up, monitors, and repairs equipment during production events.

Camera Operators

- According to (Target Jobs, 2022), they are responsible for operating a variety of technical equipment including single and multiple portable cameras, remote-control and electronic cameras, cranes and mobile mountings.

Production Assistants

- - These are composed of stage managers, sound assistants, technical assistants, and assistant camera operators.

Digital Graphic Artist

- - According to (Cann, 2022), the digital graphic artist creates the design for an event.

iIi. Characteristics of people needed for events management

Event Managers should not only be knowledgeable about handling the event, but they should be able to possess certain characteristics and skills to become an effective and efficient event manager. Here are some of the characteristics of people needed for events management adapted from the Uttarakhand Open University (2019).

ten characteristics for events management

Interpersonal Skills

- Interpersonal skills are a set of skills we use to interact and communicate with others. A successful event manager always creates and fosters a solid foundation of trust and relationships with the stakeholders involved.

Delegation

- Delegation is the act of transferring responsibilities from one person to another. This requires an in-depth understanding of the individuals involved, their talents, skills, expertise, and passions. Utilizing this knowledge allows you to appropriately delegate tasks to the right person.

Communication

- It is important for event managers to be good communicators as they spend most of their time communicating with the people involved in an event. Event managers must keep their people well-informed and know what is expected of them.
- Event managers should also practice giving and encouraging constructive feedback. You must also solicit feedback from others and receive it well to know where you need to improve.

Leadership

- Leadership is the ability to motivate and inspire individuals to work towards expected results. Event managers should be able to effectively lead the event team to see the vision and value of the event.

Motivation

- Motivation helps people work more efficiently and productively. It is a constant process that event managers should do to help the people around them work towards the completion of the event. This can be done through a variety of group-building activities and exercises.

Problem-Solving

- Problem-solving is the process of finding solutions to difficult or complex situations. To do this, event managers should first understand the heart of the problem and look for its root cause. Once the root of the problem is identified, you must look for a viable solution and make a decision in implementing that solution.

Team Management

- Aside from inspiring others, event managers should be able to lead from an operational perspective. Team management is about doing things right by taking action and transforming vision into reality. It is important for event managers to master goal setting, performance evaluations, and conflict management.

Risk Management

- There are instances during events when things don’t go to plan. For event managers to prevent risks before it becomes an issue, you must first identify the possible risks at an event and come up with ways of controlling and mitigating them.

Multitasked

- At various stages of the event planning process, there are numerous tasks being managed at the same time. Successful event managers need to know how to effectively multitask and keep many aspects of the event moving simultaneously. You should be able to prioritize tasks and focus on what should be done without being distracted or overwhelmed.

Personal Etiquette

- Etiquette is defined as “the forms, manners, and ceremonies established by convention as acceptable and or required in social relations, in a profession, or in official life." It refers to respect, good manners, and good behavior. Event managers should follow proper work behavior, correspondence etiquette, and time management.

SUMMARY

In summary, this module discussed the roles of the events management team. The events management team consists of different committees led with its own committee heads to ensure that the event is well-planned and well-executed. There are also characteristics that event managers should maintain to properly arrange and implement an event.

Congratulations on finishing Lesson 2: Roles of the Events Management Team

Now, let's put your knowledge to the test. For this lesson's Assessment Activity, you will be answering another quiz. Click on the button below to start your quiz. Good luck!