By Fabrice Orlando, Cocoon Events Management Group
Being in the events industry means that you are always working as part of a larger team. No event can be successful with just one person running the show, so surrounding yourself with professionals you know and trust will get the job done at a high level will not only have the client smiling, but take away your stress too.
Let’s check out some of my best tips for putting together a great event team:
Getting the Key Players
Every event is run by different teams of people that specialize in different areas. First, there is the head planner/director that oversees the entire event from start to finish. The production team will be front and center on the day of the event, as they are responsible for the set-up of everything from décor to tables and chairs. The head of catering manages all things related to food and drink, while the logistics manager oversees the lighting techs, transportation coordinators, security guards, etc.
Before deciding to bring anyone on, we generally like to have them come in and do a test depending on what their expertise is – that way, we have a better idea of the kind of work they can do.
Communication
Like with most things, good communication is key. During an event, everyone is going to be spread out and busy making sure everything is running smoothly, so having a system in place that everyone knows and is comfortable with is going to help a lot. Everyone is different when it comes to how they like to communicate, so make sure you’ve decided on something well before event day to avoid surprises. For us, Skype and phone calls work best as we have found that communication through SMS or email can be easily forgotten or misunderstood.
At the Event
The day of the event is go time! Setup should have started at least 24 hours before start time (depending on the size and complexity of the event), and everyone should be in place and working to make sure everything is running like a well-oiled machine. Kick off the day with a team meeting that includes everyone to discuss final details, any last second changes that need to happen and to answer any questions. Don’t forget to give everyone a pep talk as well, and thank them for all of their hard work- it will set the tone for the entire day.
By following these suggestions, you’ll have no trouble find the dream team you’ve been looking for and putting on an event that will be unforgettable.
Fabrice Orlando is the CEO of Cocoon Events Management Group, a luxury event planning company based in Marrakech, Morocco that specializes in high-end weddings and special events worldwide.
