Event Management: Roles and Responsibilities

This article discusses the hierarchy and roles in event management. It covers the duties and responsibilities of each role, from the event manager to the event assistant. The article also includes a personal reflection from a client service event manager.

Running head: EVENT MANAGEMENT 1
Event Management
Name of Student
Institutional Affiliation

EVENT MANAGEMENT 2
Event Management
Organization Chart
There is a hierarchy that is followed during the event planning process. The organization
chart of the event planning, coordination and execution is as follows
Event manager- the event manager has the highest level of authority. As such, he has the
responsibility of managing all aspects of the event and manages all those workers who will be
assigned duties for the organization. Another crucial role of the event manager is not only
overseeing the achievement of the objectives of the event but ensuring that all milestones
planned are executed effectively. Concisely, it is the role of manager to ensure the on the planned
day, everything forum and activity runs smoothly and accordingly without glitches. In many
organizations, event managers tend to assume the role of negotiating with the local authorities
when reaching a decision about topics relating to the design of the event.
Event
manager
Event
coordinator
Client service
event
manager
Event
volunteer
supervisor
Event planner
Event assistant

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Event coordinator- works closely with the event manager ensuring that the event runs as
smooth as possible. Whereas the event manager takes control of the every detail of the event, the
event coordinator works to ensure that the blueprint of the event is crafted with expected goals
highlighted effectively. As such, event coordinators are usually active and practical members of
staff. They deal with the paperwork regarding budgets, planning details and changes of schedule.
Additionally, they are responsible for executing planned activities, for instance, the event
coordinator, in this case, will ensure the invitees receive the invitation cards and email. When
problems occur members of staff discuss it and he/she solves it or relays it to the manager (Allen
2002). The event coordinator ensures the event hit the targets set during the planning phase.
Event planner- this is a very crucial role in the hierarchy of the event management. The
planner is in charge of choosing a suitable location, logistics, catering, ensures staff stick to the
budget. The planned needs demonstrate good communication skills and ability to work under
pressure (Allen 2002).
Client service event management- is in charge and responsible for dealing with the
public. He/she is in charge of the event’s PR. This role requires a high level of professionalism,
ethics, politeness, good communication skills, and good people skills in order for the event to run
effectively (Allen 2009). One of their crucial responsible is to ensure that the client’s needs are
met by advising and helping answer any queries that may arise.
Event volunteer supervisor- they are in charge of sourcing and releasing volunteers
during events. All the volunteers in an event are under him/her.
The job description of the paid Event assistant. Duties, functions, and responsibilities.
1. Time and daily management- this is the ensuring that his/her employer’s time is
managed properly. They prepare the timetable of all the plans of the day and makes sure no event

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consumes more time than what was planned for. This responsibility ensures that no event of the
day is canceled or postponed due to poor time management.
2. Scheduling of meetings- when a person wants to see the manager, coordinator or
planner they must first speak to the assistant to book an appointment or check the availability of
the employer (France, 2012). When booking an appointment through the assistant, you will be
notified about the venue, date and time when the meeting will take place. If the employer had
agreed to the meeting and later changes his/her mind the assistant is supposed to communicate
that the meeting is canceled or rescheduled to a later date or time.
3. Communicator- when an employer wants to pass a message, the assistant will make
calls or send emails regarding what the employer wants. He/she receives calls and emails on the
behalf of the employer and later relays the message.
4. Note-taking- during meetings (formal) the assistant takes notes and minutes of the
meeting. He/she acts as a point of reference for all the meetings.
5. Life management skills, running errands- the assistant runs errands that the employer
is unable or too busy to do. These errands include: buying newspapers, purchasing travel tickets,
traveling with the employer making hotel reservations, arranging for transportation,
recommending travel routes, paying bills, trading in securities, shopping, remembering special
occasions and events.
6. Data management- all the employers' data are devised and maintained by the
assistant, produces briefs, documents presentations, and reports. They also control and maintain
the office systems.

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7. Deputizing the employer- in the absence of the employer, the assistant becomes the
acting manager because they have all the information about the work of the employer. They
make decisions on behalf of the employer (France, 2012).
8. In charge of all interns- interns under the employer are answerable to the assistant.
He/she delegates duties and responsibilities to all interns who work directly under the employer.
9. Researchers- assistants carry out research projects on behalf of the employer and
presents the findings and recommendations after doing the research.
Personal Reflection as a Client Service Event Manager.
Working as a client service event manager is the same as being a public relations officer
in other organizations and business. After the event planning and budgeting was concluded I
planned publicity strategies and campaigns to ensure the public and interested parties had ample
time to inquire about the event (Muhammad, 2004). Here my main focus was to ensure the
campaigns were running smoothly, a successful campaign is known before the event starts by
booking and sale of tickets.
Once the strategies and campaigns were running I had to involve the media to ensure
information about the event has gone far and wide reaching all individuals who might be
interested in attending or showcasing their complementary products and services. I had to ensure
will have a positive vibe to the stakeholders, media and the public by disregarding any negative
publicity towards the company and event.
When Calgary Renovations was hosting open houses I would take some volunteers to
partake in promotion activities or send the volunteers to shopping malls and other popular places
to inform the public about the event that will be taking place, this was after liaising with the
event volunteer supervisor.

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The Calgary renovation show will be held on January 11th, 2019 at the BMO Centre,
Stampede park Halls D & E 20 Roundup Way SW Calgary, AB T2G 2W1. The purpose of this
event is to showcase the company's latest products and services, latest market trends and
opportunities to the media, clients, and potential clients, meet with partners in the industry. This
event is open to the public with no age restrictions for entrance and participation. During the
event, other players in the industry will also showcase their products and services as exhibitors.
The exhibitors invited or shortlisted will exhibit complementary products and services
and competitors will not be able to exhibit during the event. The event will be held for three
days. The dates and time are: 11th January from noon to 9 pm, 12th January 10 am to 9 pm, and
13th January (the last day) from 10 am to 6 pm. Tickets are available at the sales offices and
online at www.calgaryrenovationshow.com/tickets. The table below shows the prices of the
tickets and the categories they represent. Please note that the tickets allow access to the event for
the three days the event will be held.
Age Sales office Online
Children 12years and below Free Free
Adults 13 years and above $ 12 $ 9
Seniors 60 years and above $ 10 $ 7
Seniors 60 years and above
before 5 pm
$ 5 $5
Lastly, this event will receive a lot of people visiting from the different parts of the
country and the world generally. Therefore, there will be an ample parking space, security,
refreshments and full access to the exhibitors’ booths.

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References
Allen, J. (2002). The business of event planning: behind-the-scenes secrets of successful special
events. Toronto: J. Wiley & Sons.
Allen, J. (2009). Confessions of an event planner: case studies from the real world of events:
how to handle the unexpected and how to be a master of discretion. Mississauga, Ont: J.
Wiley & Sons Canada.
France, S. (2012). The definitive personal assistant & secretarial handbook: a best practice
guide for all secretaries, PAs, office managers, and executive assistants. London
Philadelphia: Kogan Page.
Muhammad, D. (2004). Beyond the red carpet: keys to becoming a successful personal assistant.
Bloomington, Ind: AuthorHouse.