Event organisers are mainly required for the organising part for an event. From contacting the artists and in case of dropouts, arranging for standby artists is one of the most essential functions of the event co-coordinator. After all the planning and related creative functions have worked out the game plan, the event coordinator then moves forward to fixing the date, terms and conditions with the performers or artists.
This is usually followed by arranging and creating the necessary infrastructure. They have to plan and coordinate with the professionals for all the necessary arrangements including physical availability of the lights, sound, stage, sets and seating. This is followed by arranging for some softer aspects of organising such as handling publicity, which includes press meets, releases etc. for a favourable coverage and also handling of ticketing and invitations.
The event coordinator also becomes responsible for getting permissions and required licenses from various government departments, once the requirements are decided by the planning stage. Hospitality management is also their forte. They organise stay, food and beverage, hostesses and contact sponsors to ensure fulfilment of commitment from the event organisers’ side to the client.
There could be multiple event coordinators for an event and they in turn would delegate work to assistants. Responsibility is assigned according to the team members’ core competencies. Event coordinators clearly and firmly state who is to do what and who is responsible for what results. Their organisational design should promote teamwork and facilitate unhindered communication both horizontally and vertically and make decision making a smooth process.
The event manager plays a critical role in the planning, coordination and subsequent success of any event. This is a complex task as it often requires the event managers to assume the role of creative director, human resource manager, operations coordinator, trouble shooter, public relations officer, licensee, accountant, health and safety officer, and master of ceremonies.
With these multiple roles and significant responsibilities, event managers generally need help. Coordination and consultation with key stakeholders is not only advisable but essential if an event is to be safe and successful.
The success of events is often assessed against economic, social, health, and safety measures. The measurements generally include the impact the event has on patrons, event staff, police, emergency services and the community.
There is increasing government and community awareness of the legal responsibilities of event managers, specifically in relation to duty of care, negligence and workplace health and safety issues.
Event managers need to be aware of these responsibilities and, as much as possible, ensure that their event management plans account for the health, safety and comfort of event patrons and staff, and minimize any disruption and harm to the community.
The event organisers arrange everything for you on their own such as searching the best Christmas party DJs in London for your Christmas party and getting in contact with them for you. They also take care of other facilities such as transportation, hotels for their stay and many other things. You just need to choose the artist as per your requirements from the list of options they provide you.
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