An Events

Management Team:
Job Roles &
Responsibilities

Event coordinator: The events coordinator sits at the very top of the
hierarchy; therefore they have the highest level of authority and are
responsible for managing all staff members below them. It is their role to
coordinate the detailed work required in order to ensure the event runs
smoothly and according to plan. They work in the public, private and notfor-profit sectors and can work for event management companies, inhouse for an organisation or freelance. Coordinators may manage events
such as festivals, conferences and promotions. The role of event organiser
is usually hands-on and often involves working as part of a team. Event
organisers must be able to complete a wide range of activities requiring
clear communication, excellent organisational skills and attention to
detail. They must work well under pressure, ensuring the smooth and
efficient running of an event.

Event planner: The Event Planner has a vital role in the events
management hierarchy as they are responsible for a great deal of the

important tasks, such as choosing the location, organising transportation,

catering and has a great deal of responsibility in the finance department,
ensuring the team stick to the budget. They need a set of skills including
good verbal and written communication, the ability to keep calm under
pressure and being able to negotiate properly. They may have to
negotiate when reaching a decision with the local authority about a
debateable topic relating to the event and the design.

Client Service Event Manager: this too is high in the hierarchy

and carries with it a great deal of responsibility for dealing with the public.
They must be professional, polite and have good people skills in order to
carry out their job effectively. For example when dealing with an angry
customer, they must try their hardest to keep the customer calm whilst
trying to reason with them in a mature, professional manner. The Client
Service Manager will be in charge of making sure the customers needs
are satisfied and helping / advising them with any queries they may have.
They must also deal with feedback / complaints, displaying strong
communication skills.

Event Manager: The event manager will work closely with the
Coordinator to ensure the event runs as smooth as it can. Their role is to
be active and practical and some paperwork is sometimes required such
as planning details / changes to the schedule. If the members of staff have
a problem they can discuss it with the manager. It is their role to listen
and help their employees and guide them to where they need to be to
reach the aims / targets of the event.

Event Assistant: Assists the Manager with any jobs or errands that
need carrying out. They may also make phone calls to people who can
help advise or help with research. On some occasions they may be
responsible for the crew, if for example the manager is busy, the assistant
will tell the crew what their job is. The event assistant must know the
details of the event in order to teach others, they must also be organised
and flexible in order to meet the needs of the Events Manager.

Choreographer: puts together the routines for a performance,

devises the piece and then teaches it to the performers. Need skills such
as creativity, the ability to think differently and knowledge about different
styles of dance/drama. They will also be involved in the technical
rehearsals, ensuring the dancing looks right from the audiences
perspective before the opening of the event.

Artistic director: The artistic director hires the directors and

designers which is a big job because they must have confidence that the

people they employ will achieve high standard results. They also liaise
with the marketing and publicity manager to develop sponsorship deals
and marketing policies, such as advertisements. They also produce the
initial brief for all departments involved in the events management
process. As someone who is high in the hierarchy, they must have the
ability to communicate well with their team. An example of when good
communication is used is in the setting up / get in stage. The Artistic
Director should be checking with all departments that everything is under
control and if they have any worries they should feel comfortable to ask.

Ticket sales manager: This sounds like a simple job however it is far
from it. The ticket sales manager is responsible for all ticket related issues,
including designing the tickets, printing, data entry, organisation of the
tickets and much more. They must also have a wide variety of skills,
mostly involving dealing with the public because in order to make as
many sales as possible they must be good at winning people over and
persuading them to purchase a ticket. This also means negotiation can
come into force. They have to promote the event and believe in it in order
to make a sale; they cannot expect the public to buy the tickets every
time. They must make them want to attend.

Catering Management: The catering manager is in charge of

hospitality and ensuring guests are treated well during the event. Their
primary job role is to provide a service, organising the food and beverages at an event,
meeting customer expectations, food and hygiene standards and financial targets. They will
source the food and drinks and set up the catering room at the venue.
They will liaise with the events manager and coordinator to determin a
budget, which is important when sourcing the refreshments and keeping a
stock count (ensuring there is enough for each night.) The qualities they
require are to remain calm when under pressure, good communication
and strong organisation skills. A situation whereby remaining calm is
important is when there is a large queue of people waiting to be served
refreshments and food they must be able to provide the service as
professionally and efficiently as possible. A situation whereby organisation
is important is prior to the opening of the event, ensuring everything is in
place ready for when members of the public arrive. There must be enough
food and drinks to last for the duration of the event / interval.

Lighting Operator: The Lighting Operator is involved in all rehearsals

and plotting sessions. Sometimes they write their own cues and operate
the lighting desk on the night of the performance. They can sometimes be
responsible for setting up and shutting down equipment at the start / end
of the show. For example when I was the lighting operator on WWRY, I had
a checklist of things that needed reviewing / switching on before the

audience came in. It gave me a level of responsibility which was great as I

learnt new lessons. And during the A2 drama exams I wrote my own cues.
However as WWRY and Footloose were bigger productions, the DSM cued
me each time.

Sound operator: Like the Lighting operator, the sound operator

operates the sound desk (Mac Qlab) on the night of the performances.
For WWRY, the sound operator was also responsible for the projection as
well. They too must carry out pre-show checks, and switch on / off
equipment at the beginning /end of every show. And prior to the show,
attend the rehearsals in order to be familiar with the cues and when the
music / sound effects are played during the performance.

Director: Is hired by the Artistic Director and has overall artistic control of the
production, discussing budgets with the Production Manager and liaising with the
designers to create the style and concepts necessary to the production. Directors
are responsible for directing the performers and advising production departments
as to the requirements of the production.

Administrator: Is in charge of the spending within the company and is responsible

for employees rights and pay. They also originate and distribute budgets to the
managers. This is essential after something has been hired, e.g. set because set is
expensive which means a great amount of the budget will have gone. The managers
must check with the administrator before making a purchase in order to control the
money being spent.

Production Manager: Overall control of the staff - Employs and supervises all the
production staff ensuring they are trained in a safe working environment, whilst being
responsible for the maintenance of all working areas and equipment. They are also
responsible for setting up the Risk Assessment.
Liaises with directors and designers over budgets and designing deadlines, advises the
designer about Health and Safety implications within set design and oversees all
ordering of materials and building work. The PM Controls the budget and schedules and
oversees all work during the preparation for the production, contributing to technical
rehearsals also.

Stage Manager (SM): Has overall responsibility for the stage management team
and their training but will have to be flexible. They oversee auditions process, provide
rehearsal equipment/space and runs the technical rehearsals alongside the director and
production manager. The stage manager co-ordinates the information flow between all
departments and is in charge of the safe storage and return of props, sets, costumes and
furniture.

Set Designer: Set designer works with the production manager on the budget and
safety and the director to create the visual and stylistic elements of the sets, furniture

and props. They will build a scale model of the set, produce a ground plan and drawings
to assist the production and performing teams to visualise the ideas in the design. They
will also oversee the painting and building of sets.

Master Carpenter: Responsible for building the sets and ensures the quality of a set
is maintained, whilst ensuring Health and Safety regulations are followed. They must also
be in charge of other work shop staff and be responsible for the safe delivery of the set
on stage.

Scenic Painter: Responsible for all the painting elements of the set and the workers
within the paint shop, including making sure everyone follows the Health and Safety
legislation in the use of the various materials required for the job. They also control the
paint budget.

Props Master: In charge of all props: e.g. sourcing, making, the delivery and
ensuring all is within the budget. Making sure they maintain a high standard throughout
the run is also important, as is ensuring that the staff follow the Health and Safety rules
whilst handling dangerous substances and equipment.

Lighting Designer:
The lighting designer develops the overall lighting interpretation for the production. They
decide on the appropriate types of lights, positions for the lights, auxiliary equipment,
effects and other specialist equipment required to achieve the specific design. The
lighting designer also produces a plan to convey that design for rigging. They must also
ensure the quality of light is consistent.

Chief LX (electrician): Manages the running of the electrical department (budget,

staff, etc.) and is responsible for maintaining all in-house electrical equipment. They rig,
focus and plot equipment whilst training assistants and making sure the quality of the
lighting design is maintained throughout the run.

Sound Designer: Works alongside the director and musical director and designs the
overall sound for the production. With the permission from the production manager, they
will choose the positions of the speakers, monitors and auxiliary equipment whilst
making sure the quality of sound all around the venue is balanced and audible.

Sound Technician: Responsible for ensuring in-house sound equipment is

maintained to a high standard and operates the sound during the run. They also hire and
order equipment needed and record sound effects required for the production.

Costume Designer: Works with the director and set and lighting designers and will
create the visual and stylistic design of the costumes. They will provide costume
drawings and samples of fabrics for the wardrobe supervisor to understand the design
and oversee the making and hiring of costumes and attends all of the fittings.

Wardrobe Supervisor: They are responsible for the smooth running of the
wardrobe department and in charge of the ordering and delivery of all costumes whilst
training wardrobe staff and overseeing the making and hiring of costumes. They run the
fittings to make sure performers are comfortable / happy with the costumes.

Dressers/maintenance: They are responsible for costume changes during

technical, dress rehearsals and the run. They ensure performers are assisted with any
difficulties they may have regarding the costumes and costume changes. They also
maintain the costumes throughout the run to provide a constant quality of appearance.

Front of House/Box Office Manager: Responsible for the auditorium,

restaurant and bar areas as well as the box office, therefore they must ensure the
audience are safe and secure. They manage and train bar/restaurant staff whilst
supporting them and they also hang the front of house displays with the publicity
manager.

Marketing/Publicity Manager: Responsible for selling the show (raising the

public profile of the theatre) they produce leaflets, posters, advertising and organise the
distribution, whilst arranging all the press and photo calls with the performers in liaison
with the SM. With the artistic director and general manager, they also attract
sponsorship in order to raise funds and revenue (the income.)