Event Operations Manual
Software for Club Treasurers

Structure of an event management team

The work involved in planning, organising and conducting a major event can be sufficiently great to require the recruitment of a large team of people. Members of the team may be involved on a full-time, part-time, contractor, casual and voluntary basis. At the head of the team is the Event Director whose job it is to keep everyone working together for a considerable period of time.

Organisation Chart

The organisation chart below indicates the magnitude and diversity of the team needed to run a major sporting event such as a National or State Championships.

Smaller events will obviously require a much smaller team, and individuals in the team may be able to take on more than one role.

Hover your mouse over key positions in the organisation chart to find out more.

diagram of an event management team This person has to be there at the start and is responsible for the overall planning, selecting and providing guidance to the event management team and ensuring that the event is successful. Tries to make some money out of selling articles of clothing, souvenirs and any other items that may have a connection with the organisation or the event. Responsible for making participants, spectators and guests comfortable. This includes food and drink, accompanying VIP's and possibly providing entertainment. Ensures that the event has all necessary officials. Also responsible for training of officials if necessary. Responsible for getting bums on seats and making sure that sponsors are pleased with publicity. Responsible for obtaining all equipment that will be used in the event. Responsible for ensuring that the venue is ready for the event. Schedules every activity in the programme. Needs to know everyone and everything in the programme. Responsible for organising the purchase and resale of clothing and other items to make profit for the organisation.

The example organisation chart above has "departments" for Programme, Venue, Equipment, Promotions, Officials, Hospitality and Merchandising.

Furthermore, with small modifications, the same organisation structure could be applicable to running a different type of event such as a conference.

Importance of Coordinators

An important aspect of the above model is that each department has a coordinator. As exceptionally important people in the event management team, they should be identified and recruited as early as possible. Coordinators should be a part of the organising committee and collectively they will share in decision making processes with the Event Director.

The selection of coordinators is usually on the basis of knowledge or expertise and sometimes because only one person volunteers for the task. Whether coordinators have expertise or not, Event Directors need to appreciate that sport and recreation depends very considerably on the input of voluntary persons. Therefore systems should be put in place to recognise the contribution of volunteers and to provide non-monetary rewards.

Job Descriptions

In consultation and close co-operation with members of the Event Team, the Event Director should develop and provide a job description for each coordinator.

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