EVENT PLANNING COMMITTEE ROLES AND RESPONSIBILITIES
The success of the conference depends on the Event Planning Committee roles and
responsibilities to manage each element efficiently and effectively. There’s no single
way to manage an educational conference or symposium, but many successful event
planners spread the responsibility among an organizing committee. The Organizing
Committee is the engine that drives any organizing campaign. The Committee must
claim ownership of the campaign.
The event planning team creates, implements, and executes the event through research,
strategy and holding creative meetings. If you’re planning a new event or hoping to instill
a fresh approach to an established one, here’s one possible model event planners use as
a guideline that can be adapted to your own event management process and
requirements. It describes typical roles and responsibilities of committee members and
leadership who could be drawn from inside or outside your organization.
ROLE OF THE EVENT PLANNING COMMITTEE:
Responsible for the overall development and management of the Conference & Expo
including recruiting exhibitors and sponsors, and promotion of the event. The Conference
and Expo Committee works in conjunction with the Programs and Education committee
to develop conference seminars, approve exhibits and keynote speakers.
Provides leadership throughout the campaign
Collects data from previous events and strategize the event theme and topic
themes needed to be addressed at the event
Finds speakers that will speak to the event theme and shortlist them together in
meetings
Makes final decisions regarding budgets, production, venues, catering, hotels,
accommodations, logistics and speakers
Decides campaign strategies and actions
Manages each aspect of event contributors, employees and stakeholders involved
in the planning and execution of the event
Provides feedback to staff organizers about direction of campaign and event
organizing processes
Attends regular Committee meetings with strategic purpose
Acts as a watchdog different stakeholders and contributors actions
ROLE OF THE COMMITTEE CHAIR:
The Event Chair is the final decision maker and often has the most experience in
planning an executing the event. Often left to be the one to sign off on final decisions,
they will have a large amount of expertise, knowledge and insights for the organization,
attendees, event logistics and what will make a great event. They will also have an eye
for talent to access and assign roles for the committee sub committee.
Convening a committee, setting meetings and agendas
Supporting the committee to develop the goals and theme for the event
Appointing sub-committee chairs
Educating sub-committee chairs on their roles, responsibilities, and process
Creating an event plan
Working with the organization’s current budget, advising the Event Committee and
Sub-committees on available funds and process
Supporting the creation of a Funding Plan
Creating a comprehensive event timeline incorporating sub-committee timelines
Coordinating and supporting the flow of information/communication between
committees
Setting facilities meeting, communicating the event overview, and having sub-
committees define their needs regarding the facility
Proofing all Marketing and Press Releases
Signing off on all funding plans in advance of any expenditure with the organization
treasurer
Creating an environment for fun and success
On the day of the event:
Track Progress of all committees
Address all challenges in a timely manner
Communicate all changes to facility managers and committee chairs
BE AVAILABLE
Direct day beginning to end, set-up to exit.
Evaluating the Event Plan
Thanking all of the participants and special guests
WHAT DOES THE EVENT PLANNING COMMITTEE DO?
The Event Committee is made up of the Event Chair, Sub-Committee Chairs, and
interested organization and community members.
Creating a comprehensive event plan including goals/desired outcomes and theme
of the event
Creating and agreeing on a comprehensive funding plan, inclusive of all estimated
expenses of the sub-committees
Communicating regularly on the progress of the sub-committees
Approving all sub-committee decisions, i.e., program, food, marketing plan
Determining how to solicit/raise additional funds if needed
Setting ticket cost and process
Supporting sub-committees
Being available at all times during the day of the event
Participating completely during the event
Event evaluation and follow up
SUB COMMITTEE TYPES
Program Sub Committee
Steering committee
Funding sub-committee
Decorating sub-committee
Volunteer sub-committee
Food sub-committee
Marketing sub-committee
TYPICAL WORKING SUB-COMMITTEES
Education/presentations committee
Publication/website committee
Publicity and public relations committee
Finance/sponsorship committee
Site arrangements committee
Registration committee
Exhibit/tradeshow committee
PROGRAM SUB COMMITTEE:
The program is the heart of an event. The program content will allow the event goals to
be met as well as communicate the theme. A program can focus on one performance, or
it can incorporate many different performances and media presentations. What
components will be used in the program will be suggested by the program committee and
determined by the event committee. It is the job of the program committee to identify
and secure what is needed. When determining the program, these items should be taken
into consideration:
Audience- who will be participating. Keep presentation relevant and interesting to
the audience
Venue- where the event is located often dictates possibilities for the program
Event theme/goals- the program content must be in alignment with the overall
event theme and goals
Available money- what resources can be made available to fund/create the program
Available time- how long is the actual program component of the event
Committees available time- to secure/create the program
Technical support- for media development
STEERING COMMITTEE
Includes representatives from each sub-committee
Handles overall coordination of the conference
Oversees timing and scheduling, to ensure everything happens on time
THE EDUCATION/PRESENTATION COMMITTEE
Determines scope and content of conference program
Recruits prospective presenters and session organizers
Coordinates keynote sessions
Organizes sessions and select session chairs
Sets guidelines for speakers
Confirms onsite audio/visual needs
Coordinates speaker appreciation gifts and session evaluations
THE PROGRAM COMMITTEE
Creating a program plan
Contacting/Contracting with performers
Creating/Accessing all needed media
Creating a performance schedule/script
Work with Event committee to develop guest program
Identify and communicate all technical needs
Be stagehands, MCs, stage managers
Host Green Room
PUBLICATION/WEBSITE COMMITTEE
Oversees production of print and online materials to ensure quality and
consistency
Brands the event using conference logo or annual theme
Create letterhead and envelopes
Produces program (if needed)
Produces session handouts (in collaboration with education committee)
Develops onsite signage, for meeting rooms and presenters
Evaluation forms
PUBLICITY COMMITTEE
Assists in publicizing a call for presenters
Compiles a media list for event promotion or coverage
Builds attendance by including date on event calendars
Arranges for any desired advertising or direct mail
Writes pre-and post-conference promotional materials
FINANCE/SPONSORSHIP COMMITTEE
Determines fiscal responsibilities and approval process
Seeks support of sponsors or in-kind contributions, if desired
Sets the overall budget
Monitors cash flow
Tracks and records income and expenses
Creates ongoing financial reports and updates
Compiles final report
ONSITE COMMITTEE
Assists in selection of hotel meeting facilities
Liaises with educational/presentation committee
Liaises with hotels, destination management company or other suppliers
Plans guest/delegate activities
Plans social programs and functions
Makes food and beverage arrangements
REGISTRATION COMMITTEE
Updates registration forms/online links
Establishes payment policy
Handles onsite operation and management
Assembles registration packets
THE EXHIBIT/TRADESHOW COMMITTEE
Oversees development of exhibits or displays
Promotes event to prospective exhibitors
Arranges space layout
Liaises with meeting venue management
Manages exhibitor registration
Develops an exhibit guide