Organising an event is a stressful situation and it does not matter whether it is a small one, like a birthday party, or something as big as a graduation ceremony. There are a lot of things you will have on your plate without having to worry about your team members doing their jobs correctly. While it is important to understand the various division of labour necessary to create your dream team, it is also essential that your team is a perfectly coherent amalgamation of these personalities.
Be it you or someone else, it is imperative to choose the right person to lead your team. The leader needs to be someone who people find comfortable following head first and eyes closed. This person needs to be someone who breeds loyalty and is not necessarily the most intelligent of the bunch, but certainly someone who is there with the team through the thick and thin. Effective leaders are those who say, 'We can do this,' and not someone who says, 'I can do this.' This person needs to be quick on his/her feet; calm and collected even when everything seems to be falling apart.
THE COMPETENT ONES
While this may seem like a no-brainer and you would probably expect your entire team to be made up of competent people, they are rarer to come by than you might imagine. Everyone in your team may be committed to making the event as successful as possible, however, not everyone is cut out for all the tasks that you set them. With some you just have to be patient, and this is why it is so difficult to actually have the people in your team who have found their niche and can do the tasks assigned to them.
THE UNSURE ONES
These are the people who are motivated to get the task done but they are not really sure how to go about doing them. Instead of shunning them as being inept, use their confusion to your advantage; they are likely to follow your orders to the 'T' because they are usually uncomfortable deviating from direct orders. They are often eager to please and gain experience. Therefore, they can be bigger assets than you initially give them credit for.
Sponsors are an integral part of every event. The difficult part is recruiting the sponsors and for that very purpose you need the people who are charming and convincing. For the perfect event you will also need to have people who are comfortable with events outreach, handling the news outlets, and of course, the social media. These people need to be effective communicators who are loud, boisterous, and can create a lot of buzz about the event. After all, what is an event that has no hype and no one really knows about it?
During the event – especially if it is one that involves a concert or a cultural show – a myriad of things can go wrong. Your bands may not be there on time; your dancers may have problems with their costumes; the sound system may be going haywire. Meanwhile, you can hardly have a restless audience waiting for the show to start. This is where the entertainers come in handy because they can get on stage and crack a few jokes, maybe even play some musical instrument – just enough to keep the audience in their seats and looking forward to the event.