You know the famous John Heywood saying, “many hands make light work”. With all of the moving parts within event planning, it can become stressful for one person to juggle all of the details. So, what if this year you take some stress off your shoulders by creating a team to help you plan and run the event? Here is a break down of the different branches that can make up this team:
1. Team Leader (AKA you the planner)
As team leader, you are the director of this cruise ship. Obviously, there are specific event details that you will have to handle. You are the main point of contact and all communication with the venue goes through you. When it comes to the team, your job is to establish goals as well as a timeline, help where needed and oversee all of the teams to make sure they are on track. In other words, you have your thumb in all of the team pies.
2. Treasury Team
Obviously, this team is in charge of the event financials. Their duties include fundraising (if needed), keeping track of costs and updating the budget records. Furthermore, they receive and organize registration payments.
3. Creative Team
This team is tasked with creating and distributing any form of marketing or creative content for the event. Their duties include creating and managing any event social media pages, designing and managing the event website, setting up and managing your online live feed of the event, creating posters and/or flyers to advertise the event, distributing marketing materials (if needed), creating registration forms, creating event fact sheets, creating any informational handouts for during the event, event swag, creating any PowerPoint slides for worship and meetings as well as taking footage of the event. Due to the amount of responsibilities, this may be a larger team compared to the others.
4. Activities Team
The Activities Team is in charge of planning, preparing and executing all activities at the event. So, for instance, they would be in charge of field games, indoor games, crafting workshops, putting together or booking a worship team and booking guests speakers. Depending on how large of an event you are hosting, you could create a Worship Team that solely focuses on that aspect of the event.
5. Operations Team
The Operations Team is the battery in the event flash light. They receive and organize the returned registration forms, help with set-up and tear down, welcome guests, manage the registration table as well as the event swag table and at times assist in other aspect of the event.
6. Volunteer Committee
This committee is in charge of recruiting as well as preparing volunteers for the event. For example, expressing their specific duties during certain times of the event. Volunteers are a wonderful resource, especially when it comes to setting up and tearing down. However, depending on your event size, you may or may not need to establish this committee.
There are numerous benefits to creating an event planning team. No matter how small or large the detail, each team member will play an important role in the planning process. As the leader, it is important that you clearly express your vision for the event and what you need from the committee. Make sure each team is aware of their specific duties and what is expected of them. It may be beneficial if you create some form of a handout that states this information as well as a timeline with due dates. This will help avoid any confusion down the road. But whether you have two teams or all six, any help is better than no help.