1. Corporate administrator
This person is responsible for authorizing the budget and confirming the schedule. He or she needs to be kept informed about the event’s planning activities.
2. Financial officer
Expenses should be designated on a line-item budget for the financial officer’s approval. That person may want to offer cost-cutting suggestions or recommend experienced vendors from previous events. The financial officer can guide the contractual and payment processes for vendors, speakers, and other persons or services involved, including food, facility, and entertainment.
3. Auxiliary services coordinator
Those involved in support services, like registration, advertising, web design and monitoring, signage, and other related tasks should report to the auxiliary services coordinator who will ensure that everything moves forward in tandem, and that all services are in place on the day of the event.
4. Team leader
The main planner or facilitator will be responsible for overseeing the entire planning operation, making decisions, and finalizing arrangements. The leader should plan to meet bi-weekly or monthly with the team for periodic updates and planning adjustments, if needed.
5. Entertainment agent
If you are recruiting a professional speaker and/or corporate entertainer or comedian, you will need to arrange this through an in-house or agency person who can help to schedule this part of the venue. Expect to participate in contract negotiations, payment arrangements, and scheduling issues.
Someone who is good with time, dates, and calendars should be on hand to ensure the planning process moves forward in an efficient manner.
If the company provides a webpage for the event, the webmaster will need to post registration and program information on the page, and keep it updated. If the corporate event warrants its own website, the webmaster will be engaged more actively to insert related links to archives of past events and more detailed information.
8. PR promoter
The publicity, marketing, or advertising person can get involved with publicizing the event to interested parties outside the company, among branch offices, or to similar organizations within the industry, depending on the purpose and scope. Brochures, fliers, social networking media, and perhaps print or radio announcements may be useful.
9. Clerical support person
One or more clerical staff will be needed to prepare event registration packets and materials, binders, evaluation forms, and other documents. Electronic and print versions may both come in handy. After the event, proceedings may be transcribed and bound for the archives.
10. Volunteer coordinator
An employee who has worked with volunteers could be helpful in recruiting, training, and directing volunteer helpers, such as local university students seeking intern experience, to assist with jobs like registration sign-in, ushering, and presentation setup.
Assembling a team of experienced colleagues and volunteers will lighten the workload for everyone.
Derek is currently blogging for a crowd funding video company.
Image Credit: Asian Art Museum