EVENT PLANNING COMMITTEE ROLES AND RESPONSIBILITIES

The success of the conference depends on the Event Planning Committee roles and responsibilities to manage each element efficiently and effectively. There’s no single way to manage an educational conference or symposium, but many successful event planners spread the responsibility among an organizing committee. The Organizing Committee is the engine that drives any organizing campaign. The Committee must claim ownership of the campaign.

The event planning team creates, implements, and executes the event through research, strategy and holding creative meetings. If you’re planning a new event or hoping to instill a fresh approach to an established one, here’s one possible model event planners use as a guideline that can be adapted to your own event management process and requirements. It describes typical roles and responsibilities of committee members and leadership who could be drawn from inside or outside your organization.

Role of the Event Planning Committee:

Responsible for the overall development and management of the Conference & Expo including recruiting exhibitors and sponsors, and promotion of the event. The Conference and Expo Committee works in conjunction with the Programs and Education committee to develop conference seminars, approve exhibits and keynote speakers.

Provides leadership throughout the campaign
Collects data from previous events and strategize the event theme and topic themes needed to be addressed at the event
Finds speakers that will speak to the event theme and shortlist them together in meetings
Makes final decisions regarding budgets, production, venues, catering, hotels, accommodations, logistics and speakers
Decides campaign strategies and actions
Manages each aspect of event contributors, employees and stakeholders involved in the planning and execution of the event
Provides feedback to staff organizers about direction of campaign and event organizing processes
Attends regular Committee meetings with strategic purpose
Acts as a watchdog different stakeholders and contributors actions

Role of the Committee Chair:

The Event Chair is the final decision maker and often has the most experience in planning an executing the event. Often left to be the one to sign off on final decisions, they will have a large amount of expertise, knowledge and insights for the organization, attendees, event logistics and what will make a great event. They will also have an eye for talent to access and assign roles for the committee sub committee.

Convening a committee, setting meetings and agendas
Supporting the committee to develop the goals and theme for the event
Appointing sub-committee chairs
Educating sub-committee chairs on their roles, responsibilities, and process
Creating an event plan
Working with the organization’s current budget, advising the Event Committee and Sub-committees on available funds and process
Supporting the creation of a Funding Plan
Creating a comprehensive event timeline incorporating sub-committee timelines
Coordinating and supporting the flow of information/communication between committees
Setting facilities meeting, communicating the event overview, and having sub-committees define their needs regarding the facility
Proofing all Marketing and Press Releases
Signing off on all funding plans in advance of any expenditure with the organization treasurer
Creating an environment for fun and success
On the day of the event:
Track Progress of all committees
Address all challenges in a timely manner
Communicate all changes to facility managers and committee chairs
BE AVAILABLE
Direct day beginning to end, set-up to exit.
Evaluating the Event Plan
Thanking all of the participants and special guests

What does the Event Planning Committee Do?

The Event Committee is made up of the Event Chair, Sub-Committee Chairs, and interested organization and community members.

Creating a comprehensive event plan including goals/desired outcomes and theme of the event
Creating and agreeing on a comprehensive funding plan, inclusive of all estimated expenses of the sub-committees
Communicating regularly on the progress of the sub-committees
Approving all sub-committee decisions, i.e., program, food, marketing plan
Determining how to solicit/raise additional funds if needed
Setting ticket cost and process
Supporting sub-committees
Being available at all times during the day of the event
Participating completely during the event
Event evaluation and follow up

Sub Committee Types

Program Sub Committee
Steering committee
Funding sub-committee
Decorating sub-committee
Volunteer sub-committee
Food sub-committee
Marketing sub-committee

Typical working sub-committees

Education/presentations committee
Publication/website committee
Publicity and public relations committee
Finance/sponsorship committee
Site arrangements committee
Registration committee
Exhibit/tradeshow committee

Program Sub Committee:

The program is the heart of an event. The program content will allow the event goals to be met as well as communicate the theme. A program can focus on one performance, or it can incorporate many different performances and media presentations. What components will be used in the program will be suggested by the program committee and determined by the event committee. It is the job of the program committee to identify and secure what is needed. When determining the program, these items should be taken into consideration:

Audience- who will be participating. Keep presentation relevant and interesting to the audience
Venue- where the event is located often dictates possibilities for the program
Event theme/goals- the program content must be in alignment with the overall event theme and goals
Available money- what resources can be made available to fund/create the program
Available time- how long is the actual program component of the event
Committees available time- to secure/create the program
Technical support- for media development

Steering committee

Includes representatives from each sub-committee
Handles overall coordination of the conference
Oversees timing and scheduling, to ensure everything happens on time

The education/presentation committee

Determines scope and content of conference program
Recruits prospective presenters and session organizers
Coordinates keynote sessions
Organizes sessions and select session chairs
Sets guidelines for speakers
Confirms onsite audio/visual needs
Coordinates speaker appreciation gifts and session evaluations

The Program Committee

Creating a program plan
Contacting/Contracting with performers
Creating/Accessing all needed media
Creating a performance schedule/script
Work with Event committee to develop guest program
Identify and communicate all technical needs
Be stagehands, MCs, stage managers
Host Green Room

Publication/website committee

Oversees production of print and online materials to ensure quality and consistency
Brands the event using conference logo or annual theme
Create letterhead and envelopes
Produces program (if needed)
Produces session handouts (in collaboration with education committee)
Develops onsite signage, for meeting rooms and presenters
Evaluation forms