There are many factors to consider when putting together a team for an event management company. The size of the team, the roles and responsibilities of each member, and the overall structure of the organization can all have a big impact on the success of your event. When it comes to event planning, having a well-organized team is key. But what is the ideal event management team structure?
There is no one-size-fits-all answer to this question, as the perfect event management company team structure will vary depending on the specific needs of your company.
Event Planning Job Titles and Descriptions
There are different departments in an event management company. Each department has a different job. For example, one department might be in charge of securing a location for events and working with that venue’s team to set dates and make sure an event adheres to their guidelines. Another department might manage all marketing and promotions leading up to an event to make sure attendance is high and the right audience knows about the event.
Here are some of the most common event planning departments:
- Sales Department: The sales department is responsible for generating new business. They do this by developing relationships with potential clients, securing sponsors, and selling the event planning company’s services.
- Event Operations Department: The event operations department is responsible for logistics coordination. They work with the venue, audio/visual, and catering companies to make sure everything is set up and runs smoothly on the day of the event.
- Event Marketing Department: The event marketing department is responsible for planning and coordinating event promotion. They develop the event’s branding and marketing materials, manage event advertising, and work with media outlets to get publicity for the event.
- Finance Department: The finance department is responsible for managing the event budget. They make sure all invoices are paid on time and that the event stays within budget.
- Human Resources Department: The human resources department is responsible for hiring and managing event staff. They make sure all event staff are trained and have the necessary credentials to do their job.
Within each of those departments are several positions. Here are some of the most common job titles you’ll find on an event planning team, along with a brief description of each role:
- Event Director: The event director oversees all aspects of the event planning process and is responsible for ensuring that the event is a success. The heads of other event-specific departments report to the event director.
- Event Planner: The event planner is responsible for managing all the plans leading up to an event. They are the ones who make sure every aspect of an event has a clear plan, from booking caterers to hiring a band, and delegate those tasks to the right teams.
- Event Coordinator: The event coordinator assists the event planner with all aspects of event planning, including researching venues, negotiating contracts, and communicating with vendors. They are responsible for making sure plans are carried out.
- Event Designer: The event designer is responsible for creating the overall look and feel of the event. They work closely with the event planner and coordinator to ensure that all of the details come together to create a cohesive event experience.
- Event Marketing Manager: The event marketing manager is responsible for promoting the event and generating interest among potential attendees. They develop and implement marketing strategies to ensure that the event is well-publicized and reaches the target audience.
- Venue Coordinator: The venue coordinator works with the event planner and coordinator to secure event space and ensure that all of the logistics are taken care of.
- Transportation Coordinator: The transportation coordinator works with the event planner and coordinator to arrange transportation for attendees, staff, and vendors.
- Event Staff: Event staff includes bartenders, servers, security, and other personnel who are responsible for ensuring that the event runs smoothly.
- Hospitality Coordinator: The hospitality coordinator works with the event planner and coordinator to arrange accommodations for VIPs, attendees, staff, and vendors.
- Merchandising Coordinator: The merchandising coordinator works with the event planner and coordinator to develop and implement a merchandise strategy for the event.
The ideal event planning organizational structure will vary depending on the size and needs of your company. However, all successful event planning teams have a few key things in common. They have a clear hierarchy with well-defined roles and responsibilities, and they have a team of talented individuals who work together seamlessly to make sure every event is executed well.
Now that you have a better understanding of the different roles that need to be filled on an event planning team, let’s take a look at some common organizational structures for event planning companies.
Event Management Organizational Structures
Like job titles and departments, the structure of an event planning company’s employees can vary depending on the size and type of company and there is no common structure that always works. Typically, an event planning company will have a CEO or president who oversees the entire company, a marketing director who creates and implements marketing plans, a sales director who manages client relationships and closes deals, and individual department heads who manage specific aspects of event planning such as catering, décor, or logistics.
Team members generally report to the department head or manager for their specific job function. For example, an event coordinator might report to an event director, who then reports to the CEO or president.
How you divide up projects for your event planning business among those departments also depends on the size of your business and whether you offer event planning services for a wide range of events or focus specifically on one type. If you offer both corporate events and wedding planning, for example, you might have separate sales teams specialized in those areas.
If you have a smaller team, you could also divide up individuals with multiple job duties among specializations. In this organizational structure, one staff member might manage both sales and marketing but only for a few types of events.
Lastly, you might also consider organizing your staff geographically if you have a team who is working in a large area or across different time zones.
The type of organizational structure that you choose for your event planning company will depend on a number of factors, including the size of your company, the types of events that you specialize in, and your company’s overall business strategy.
Below is an example organizational chart for an imaginary event planning company.
Example Event Planning Organization Chart
- Head of Sales
- Head of HR
- Head of Marketing
- Event Director
- Event Coordinator
- Event Planner
- Event Marketing Manager
- Venue Coordinator
- Equipment Coordinator
- Transportation Coordinator
- Event Staff
- Hospitality Coordinator
- Merchandising Coordinator
No matter what type of organizational structure you choose for your event planning company, it is important to have a clear understanding of the roles and responsibilities of each team member. By clearly defining the roles and responsibilities of each team member, you will be able to ensure that your event planning team is organized and efficient.