We’ve all heard the old phrase “two heads are better than one”! And it still rings true today. Planning a large conference or company event is a huge task to take on and will almost always need more than one person planning. So, how do you manage it in an organized way? Introducing….committees! Committees are appointed for a specific function and can help your daunting task list become more segmented and task specific. Organizing and executing an event goes much more smoothly with a proper team in place and this basic committee framework can be applied to any kind of event, no matter the size or budget. Administration Committee This team will handle the larger details such as budget, venue, catering, attendance, etc. These will be the go-to’s for all of the smaller committees that are about to be formed and will be making most of the big decisions and creating the event agenda. They will set up the sub-committee meetings and make sure that at least one of them attends each meeting to ensure the conference or event is heading in the right direction. Some administration committee duties might be: Managing event budgets and financial records Coordinating communication between committees Overseeing event registrations and attendee information Handling contracts and agreements with vendors and sponsors Preparing and distributing event schedules and agendas Ensuring all necessary permits and licenses are obtained Maintaining records of meeting minutes and action items Building out a detailed agenda and run-of-show Marketing and Promotions Committee Next, you’re going to need a marketing and promotions committee whose goal is to sell, sell, sell that amazing event you’re planning. This committee will ensure great event attendance numbers. This committee will spearhead the development an event marketing plan that grows registrations and attendees. How are they going to get those attendees to register? We suggest making their involvement fun and creative. Marketing and promotion committee duties include: Creating a promotion schedule Setting up and managing online event registration Curating an internal employee “push program” and incentives Mentioning the event to customers or prospects face-to-face Creating social media “sales pitches” for event Sponsorship Committee You’ll want a separate sponsorship committee dedicated to finding strategic partners for your event. This committee is crucial to ensuring your event can achieve an ROI. Their focus should be organizations attendees value and that are willing to add some personality to the event. Some sponsorship committee duties include: Researching potential sponsors Developing sponsorship levels Securing sponsorships Communicating with sponsor reps Managing sponsors on-site Technology Committee Nowadays, you’ll definitely want a technology committee. Whether you’ll be all on-site, all online, or a combination of the two, events are starting to become a little more technical than one person can handle. Technology committees will evaluate event technology like event management software or registration technology to evaluate options and select platforms to run your events. A few technology committee duties: Sourcing all equipment and systems Liaison with tech vendors Managing logistics and setup Scheduling and managing test runs Day-of production and troubleshooting Attendee Engagement Committee Attendee engagement committee. The sole purpose of hosting your event? For the attendees, of course! This committee will be solely responsible for designing the attendee experience — and that’s a huge responsibility! A few engagement committee duties: Designing and implementing attendee engagement strategies Developing and managing event apps and social media interactions Organizing interactive sessions, workshops, and networking activities Planning a kick-off or other celebration event for attendees to meet and mingle Curating unique ice-breakers Designing sponsor engagement with attendees through pop-up activities Coordinating with speakers and presenters to ensure engaging content Registration Committee The registration process is a critical part of any event, ensuring a smooth and organized experience for attendees from start to finish. A dedicated registration committee will handle all aspects of attendee registration, from initial sign-up to on-site check-in, ensuring that everything runs seamlessly. An example of registration committee duties: Designing and managing the registration process Creating and maintaining registration forms Handling attendee inquiries and support Coordinating with the finance team for payment processing Preparing registration materials and badges Setting up and managing on-site check-in stations Logistics Committee A logistics committee will help ensure the smooth execution of any event. They are responsible for coordinating all logistical aspects, ensuring that everything from venue setup to transportation runs seamlessly. This committee makes sure that every detail is taken care of, so that the event can proceed without any hitches. A few logistics committee duties are: Coordinating with the venue for setup and breakdown Managing transportation and parking arrangements Overseeing food and beverage services Handling accommodations for out-of-town attendees Organizing and distributing event materials Ensuring compliance with health and safety regulations Addressing any logistical issues that arise during the event All this to say, event planning is not a joke! There is a lot that goes into the event as a whole. When you begin to dissect every piece that goes into planning, you’ll soon see that committees are a necessity. You can’t do it alone! Which is why an event planning software can help. Planning an event and not sure where to start? Check out post: Virtual Event Best Practices.