The well-known quote, “There is no I in Team,” could not be truer for those that work in the event and hospitality industry. No one person can successfully execute all of the areas necessary to pull off a major event. By having a team of qualified professionals, you are taking a lot of the stress away and helping to ensure the event is a hit.
What does it take to build a dream team? Here are some important tips:
The Core Team
Events are made up of different teams of people that are led by those known as the core team. There is the head planner/director that is the boss from day one and through the entire process. The production team, who is often run by the head of design and décor, is front and center on the day of the event putting everything together and getting it all in place. The catering manager is another core team member that runs the food and beverage services for all guests, while the logistics manager runs the transportation team, lighting techs, security guards, bathroom attendants, etc.
Many companies, including our own, keep most of the core team in-house, and outsource suppliers if necessary. Before bringing anyone on, we are sure to have them do a trial setup, lighting test, sound test, or anything else we feel is needed to properly qualify the candidate.
It’s All About Communication
This should come as no surprise. Anyone working in this industry knows the importance of having good and open communication throughout the planning process of an event. From the start, set up a system that everyone involved is familiar with and comfortable using. There is no perfect system and everyone is different when it comes to preference, so whether it’s Skype, FaceTime, e-mail, a messaging app or a combination of some of those, it’s entirely up to the director and core team.
Once a system is in place, the core team should be communicating at least weekly in the final weeks before the event is set to take place. In those final weeks of preparation, that communication should become even more frequent, even daily, to ensure everyone is always up-to-date on the latest changes and information.
When You’re at the Event
Events often take days to fully set up, so be sure that is well communicated to the team so that everyone arrives on time and the schedule remains intact. Once everything is in place, bring the entire team together for a meeting to discuss final details, answer last-minute questions, and double check that everyone knows where they need to be. When the event begins, make sure you are prepared for those last-second panic situations, and always keep the lines of communication open.
With these tips in your pocket, your dream event team is just waiting to be found. Always remember to hire the best, communicate often, and be ready for every situation.
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.
Photo: Rachel Capil Photography