Key on-site roles to run an event smoothly
Clear staffing roles ensure that tasks are covered and issues are resolved quickly. Assign roles before the event and ensure everyone has contact details and a run-of-show.
Essential roles:
- Event manager or producer: overall decision-maker and escalation point
- Operations coordinator: handles logistics, venue coordination, and vendor liaison
- AV technician: responsible for sound and visual systems
- Registration staff: handle check-in, badge printing, and ticketing issues
- Security and crowd control: manage safety, access control, and emergencies
- Volunteer coordinator: oversees volunteers and staffing shifts
- Floor managers or ushers: assist attendees and maintain flow
- Hospitality or VIP host: manage VIPs, speakers, and special guests
Support roles:
- Merchandise manager, catering liaison, and social media/content person for live updates
Preparation tips:
- Run a staff briefing with contact lists and escalation paths.
- Provide radios or a messaging app for real-time coordination.
- Assign deputies for critical roles to cover absences.
Well-defined roles, thorough briefings, and clear communication tools are the backbone of a successful event day.