Organizing a successful event hinges on having the right team. Take Jenny Jones, for example. Initially, she didn’t see herself as an event planner. However, when tasked with organizing a seminar to promote her company’s services, she quickly realized she needed help. Drawing upon her recruitment experience, she built a team that exceeded expectations.
Her first step was identifying the roles needed and the competencies required for each. Instead of focusing on specific individuals, she created job specifications outlining the skills and traits crucial for success. This approach offers a justifiable and unbiased method for selecting the most suitable people.
In smaller organizations where choice is limited, defining these specifications can highlight the need for external assistance rather than relying solely on internal resources. Examples of job specifications include:
* **Presenter:** Excellent communication skills, impactful presence, technical expertise, credibility with high-level attendees, and attention to detail.
* **Course Administrator:** Confidence, exceptional customer service, strong planning and organizational abilities, and persuasive influencing skills.
* **Booking Administrator:** Efficient information gathering, strong organizational skills, excellent customer service, and proactive initiative.
* **Supplier Coordinator:** Proficient planning and organizing skills, effective influencing abilities, assertiveness, and strong teamwork skills.
Jenny identified the five most important characteristics for each role and consulted with trusted colleagues to ensure she hadn’t overlooked anything. She clearly communicated her expectations and remained open to feedback.
For larger organizations, consider formally advertising the roles to attract top talent. Many individuals view such projects as opportunities for professional development and are eager to compete for a spot on the team. A rigorous selection process ensures fairness and helps rejected candidates accept the decision. Avoid basing selections on casual interactions, as this can lead to accusations of favoritism and may not result in the best team.
Always request evidence of candidates’ skills and competencies. Recent experience is a strong indicator of future success. If time permits, assign a task to assess their capabilities. This is particularly useful when faced with multiple qualified candidates.
If internal resources are insufficient, external consultancies and service organizations can provide assistance, from managing the entire event to handling bookings and providing project coordination. Some online booking platforms even offer 24/7 telephone booking management, payment processing, and post-event evaluations.
Once the team is assembled, hold a meeting to discuss the event’s purpose. Avoid simply distributing the purpose document; encourage questions and ensure everyone understands their role. Provide brief job descriptions outlining scope, key responsibilities, and measures of success. Have team members write their own descriptions under these headings to gauge their understanding and create a motivational tool for recognizing achievements throughout the project.
By using this approach, Jenny Jones assembled a highly skilled team, delivered a successful seminar, and added Event Organization to her resume.