Building a Dream Team for Event Planning

Are you planning a big event and feeling overwhelmed with all the tasks that need to be done? It's time to consider building an event planning dream team! While you may be able to handle...

Are you planning a big event and feeling overwhelmed with all the tasks that need to be done? It's time to consider building an event planning dream team! While you may be able to handle small events on your own, larger events require a team of experts. But who should be on your team? Let's explore the roles that need to be filled to create a successful event management team.

The Benefits of a Full Event Team

Event planning is a complex task that requires diverse skill sets. By building a team, you can benefit from the collective experience and expertise of its members. Not only does this make your job easier, but it also enhances the quality of the event itself. So, let's dive into the key factors to consider when building your team.

Considering Team Size and Roles

To create an effective event planning team, you need to consider two main factors: the number of team members and the roles that need to be filled. The size of your team will determine the specific responsibilities and job descriptions of each team member. In smaller teams, individuals may have multiple areas to cover, while larger teams allow for more specialized roles. In some cases, subcommittees may be formed for each role in very large events, ensuring a comprehensive approach to event planning.

proglobalevents leadership team Image: The ProGlobalEvents leadership team

Essential Roles in an Event Planning Team

Every event planning team should have key roles that need to be fulfilled. Let's take a closer look at these roles:

Director/Team Leader

The team leader holds the ultimate decision-making authority. They set event goals and strategy, define the event's theme and vision, and oversee the work of every team member. It's their responsibility to ensure that the entire team is aligned with the event's objectives.

Event Coordinator/Administrator

The event coordinator handles the day-to-day administrative tasks involved in event planning. They work closely with the team leader to organize and execute the event. From selecting a venue to creating the event's agenda and schedule, the coordinator plays a crucial role in turning the vision into reality.


The budgeting and treasury role is all about managing finances. This team member is responsible for creating and allocating the event budget, handling payments, and securing funding through grants or sponsorships. They ensure that funds are correctly allocated and available when needed.

On-Site/Venue Coordinator

The on-site coordinator acts as the primary contact for the event venue and handles all matters related to the venue. This includes coordinating with vendors, exhibitors, on-site staff, and managing security and risk. They collaborate with other team members to ensure the event runs smoothly.

Event Marketing and Communications

The marketing and communications team is responsible for developing the event's marketing campaign and brand. They target the right audience demographics, manage social media campaigns, engage with the media, and promote the event to boost registrations. They also work closely with the creative team to ensure a consistent and compelling event message.

Creative and Design

The design team focuses on the visual aspects of the event. This includes designing the event website, creating printed materials, developing event signage, and ensuring consistent branding throughout all marketing efforts. Collaboration with the marketing team is crucial to maintain a cohesive visual theme.

Technical Director

For larger events, especially virtual or hybrid ones, having a technical director is essential. They oversee the audiovisual aspects of the event, ensuring proper lighting, sound, and livestreaming/recording capabilities.

ProGlobalEvents Team Image: The ProGlobalEvents Team

Choosing the Right Team Members

When building your dream team, it's crucial to select individuals whose strengths align with the requirements of each role. Look for effective communicators and collaborators. Teamwork is the backbone of successful event planning, so make sure your team members can work harmoniously together.

If you find the process of putting together an event planning team daunting, don't worry! The experienced team at ProGlobalEvents is here to help. With years of expertise in planning meetings, conferences, and conventions, we can step in exactly where you need us, saving you time and effort.

Building an exceptional event planning team is the key to a successful and memorable event. So, gather your dream team and watch your event come to life!