Event Organiser

Event organisers are involved in the organisation of events from conception through to completion. Events can include:

• exhibitions and fairs;
• festivals;
• conferences;
• promotions and product launches;
• fundraising and social events.

They work in both the public and private sector and can work for event management companies, in-house for an organisation or freelance.

The role of event organiser is 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 and excellent organisational skills and must respond quickly to change, ensuring the smooth and efficient running of an event.

» Typical work activities

The role of event organiser will vary depending on the organisation and type of event they are involved in. Typical activities include:

• researching markets to identify opportunities for events;
• liaising with clients to ascertain their precise event requirements;
• producing detailed proposals for events (e.g. timelines, venues, suppliers, legal obligations, staffing and budgets);
• securing and booking a suitable venue or location;
• ensuring insurance, legal, health and safety obligations are adhered to;
• co-ordinating venue management, caterers, stand designers, contractors and equipment hire;
• planning room layouts and the entertainment programme, scheduling workshops and demonstrations;
• organising facilities for car parking, traffic control, security, first aid, hospitality and press;
• identifying and securing speakers or special guests;
• co-ordinating staffing requirements and staff briefings;
• selling sponsorship/stand/exhibition space to potential exhibitors/partners;
• arranging accommodation for exhibitors and/or delegates;
• preparing delegate packs and papers;
• creating, implementing and monitoring marketing and PR plans;
• liaising with clients and designers to create a brand/look for the event;
• liaising with newspapers, TV, radio and other media;
• writing press releases or briefs in order to gain maximum exposure for the event;
• organising the design and production of tickets, posters, catalogues and sales brochures;
• co-ordinating everything on the day of the event to ensure that all runs smoothly;
• handling client queries on the day and troubleshooting exhibitor and visitor problems on the day;
• overseeing the dismantling and removal of the event, and clearing the venue efficiently;
• post-event evaluation (including data entry and analysis and producing reports for event stakeholders).

Small organisations will often sub-contract some of the tasks listed here, whereas big event organisers tend to undertake the majority of the work themselves, dividing the tasks amongst specialist teams within their organisation.