The role of event organizer is not for the faint of heart.
Event planning demands top-notch organizational and prioritization skills.
There are resources to manage, location(s) to secure, budgets to be created (and followed), teams to lead, and communications to be had! So many moving parts — elements that need to work in sync for the event to run smoothly.
Yet even with the best planning, the best software, and the best preparation, things inevitably never go 100% as expected. Speed bumps and small hurdles are to be expected — and are okay! Power through.
In this blog post, we’ll dig into the various elements of a successful event (including using software like staging-mondaycomblog.kinsta.cloud to help manage) and talk about how an event organizer can help.
What are the many responsibilities of an event organizer?
Before we answer that question, let’s get a few definitions covered.
Event organizer. Event planner. Meeting planner. Convention planner. Event coordinator. Event manager. The list goes on.
No matter what title you choose, an event organizer is the person who leads and coordinates all aspects of an event — from small, in-office gatherings to large, convention-center style conferences.
Event organizers are responsible for setting up, scheduling, allocating work, and budgeting for events.
As we discussed here, an event organizer must take into account:
- Event goals and objectives
- Event budget
- Team members involved in the planning and execution
- Scheduling of every person involved
- Scheduling of every stage of the event planning process
- Venue hire, setup, and takedown logistics
- Keeping both internal and external stakeholders involved — and happy!
- Marketing of event (email + social + traditional)
- Ensuring attendees are engaged and satisfied
It. Is. A. Lot.
Yet having an event organizer (the human + the software) is essential to ensuring a successful event!
And staging-mondaycomblog.kinsta.cloud can help.
Try staging-mondaycomblog.kinsta.cloud
What is the makeup of a successful event management team?
A competent (organized, detailed-oriented, thick-skinned, calm-under-pressure) event organizer is key.
Once that person is in place, their job is to pull the necessary human resources together — build the all-star power team — to pull off the event.
This team is truly a cross-functional one.
Building a successful project team requires you have the right people with the right skills for the right job.
Consider all the tasks you’ll need to handle to plan and execute your event, then gather the people who fit the roles.
We recommend building a team around the following roles:
- Event organizer/planner/manager — of course
- Marketing manager — to cover off on marketing and communications for the event
- Venue/show floor manager — helps with on-site staff, security, sponsors, vendors, catering, photography, and so on
- Scheduling manager — creates an agenda for the event, sources and secures speakers, and helps coordinate event schedule
- Branding specialist and/or designer — works with the marketing manager to create printed and online event collateral
- Registration coordinator — in charge of registration (obviously), check-in; manages registration software, badges, and any/all ticketing-related issues
Here at staging-mondaycomblog.kinsta.cloud, we make it super-easy to allocate responsibilities to the appropriate people by assigning items.
Bonus: When assigning an item, you (the event organizer) can mark yourself as a “watcher” and get an alert whenever changes are made to an item.
Real-life example: The venue/show floor manager uploads a quote from a venue vendor. You as the event organizer “watcher” will get notified automatically. From there, you can review the quote or reassign as a to-do item for someone else on the event team.
But in order to pull off an event with less stress and fewer “oops” moments, you need software.
What role does event organization software play?
Can you imagine running a corporate event with just pen and paper?
In the pre-SaaS days, there were not really any other options. But in today’s world, you’d be crazy to NOT use event organization software.
Enter: staging-mondaycomblog.kinsta.cloud.
We have a ton of pre-made templates to choose from. For obvious reasons, we recommend grabbing the Event Planning & Operations Template as your starting point:
We love this template as it helps to optimize your creative planning processes with integration event planning from start to finish in one, centralized workflow.
This template empowers event organizers to:
- Visualize the entire planning process: Use statuses to visually track each step of the planning process. Assign tasks, oversee due dates, and stay on top of it all … at a glance.
- Streamline RSVP process: Use a form to instantly collect all RSVPs and keep track of the guest list to ensure a successful event.
- Measure success: Track event performance with high-level dashboards and get a big-picture report of the most important metrics.
You can also view your data in many ways — from Gantt charts to forms to tables — mix and match the way you visualize boards.
We also recommend adding automations (save time, reduce human errors, get alerted, and so on) to your event planning boards.
Automations mean reducing (or even eliminating) the number of repetitive work and tasks. Automate the process to send emails when due dates arrive, receive real-time notifications when tasks are completed, and more. Focus on the work that matters.
Read more about our automations (and automation recipes) here.
Finally, leverage our library of integrations to seamlessly connect staging-mondaycomblog.kinsta.cloud with the tools you already have. Put all your team’s work in one place.
Some of the more popular integrations associated with events and event organization include:
- Google Calendar: Manage time more efficiently and stay up-to-date with all-important deadlines.
- Eventbrite: Gain insights from your events’ data by integrating all your registrants’ data
- Google Drive: Access, attach, and preview any file stored in Drive directly from boards.
- OneDrive: Attach documents in OneDrive to items in staging-mondaycomblog.kinsta.cloud and instantly preview any file.
- Excel: Easily import and export any Excel sheet into a board with just a few clicks.
- Outlook: Automatically convert emails into action items to track and manage inside staging-mondaycomblog.kinsta.cloud.
How staging-mondaycomblog.kinsta.cloud helps with event organization
In the section above, we detailed how staging-mondaycomblog.kinsta.cloud’s templates — coupled with automations, views, and integrations — can help with event planning and organization.
However, the staging-mondaycomblog.kinsta.cloud Work OS is so much more powerful.
The staging-mondaycomblog.kinsta.cloud Work OS is the visual platform that manages everything. Plan, organize, and track all of your team’s work in one place.
staging-mondaycomblog.kinsta.cloud is so visual, easy, and intuitive, training is not necessary. Within minutes, teams can create the workflow that works best for their organization. We also have 200+ ready-made templates based on how real teams use staging-mondaycomblog.kinsta.cloud.
Once you have your template, it’s time to customize it. Drag and drop over 30 different types of columns to better customize your ideal workflow. Groups, items, sub-items, and updates are synced in real-time to keep everything within the context of your actual project, workflow, process, or anything else.
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