End-to-end event lead / owner / planner. (CEO of the event)

Right hand to the Event Producer

Lead Day of Coordinator running the logistical aspects of setup, teardown and the event itself from an end-to-end perspective. This person does a site visit

Day of Coordinator. This person is the right hand of the Head of Production. The only difference between the two roles is that this one is just day of

Sources and secures venue. They may perform site visits, depending on the event. Role is complete when contract signed.

Not always on-site, but critical for managing invoices, guest databases, final confirmations, or vendor payments behind the scenes.

Runs all technical aspects of the event including lighting, AV, pyrotechnics, etc. Point of contact for the external AV company

Plans, drafts and sends all guest communications end-to-end. Day of they manage any group chats, agenda updates, or other during event comms

Sets up and runs the guest communication automation. Builds the guest list database + invite / RSVP page

Manages the end-to-end delivery of what was agreed with sponsors on behalf of both the client and the sponsor. Day of they makes sure everything is where it's supposed to be to the level of quality that was agreed.

Sets up and runs the guest communication automation. Builds the guest list database Selects, hires and manages any performers, DJs, experience hosts and entertainers. End-to-end point of contact. Ensures delivery of what was agreed on behalf of both the client and the talent. Day of they manage the green room, ensure delivery of all agreed riders, ensure soundcheck completed.

Manages speakers, post the client hiring them. End-to-end point of contact. Ensures delivery of what was agreed on behalf of both the client and the speaker. Day of they are physically there making sure the speakers are on stage at the time they are meant to be, doing what they are meant to be doing with everything they need to do it.

End-to-end point of contact. Represents the client in terms of delivery of what the volunteers are meant to be doing in exchange to attend. Represents the volunteer in terms of making sure they are fairly compensated for their time with regard to the benefits of volunteering

Researches and purchases everything in the budget. Managers vendor payments

Making of event video & content

Handled all operational aspects — venue load-in/load-out, internal transport, golf carts, site maps, access points, etc.

They had a lot of performances, experiences, and multi-layered activities. This person was responsible for the programming and production of those elements.

This person heads up all aesthetic / vibe parts of the event. From the very first idea, through feedback rounds of iterations, to it coming alive on the day.

This person heads up all aesthetic / vibe parts of the event. From the very first idea, through feedback rounds of iterations, to it coming alive on the day.

This person will support the heads of design

Supervised the design execution: floral, tabletop, rental installations, overall look & feel — worked closely with stylists and vendors.

Designs event mock ups and / or 3D floor plans of what the event will look like

This person oversees the selection, design, creation, printing, delivery and setup on the day of all branded materials

Odd jobs on the day, (e.g. setting up name tags, tidying, cleaning, helping vendors who are running late, etc.)

On-the-ground support for any last-minute tasks — flexible, fast, and problem-solvers for anything unexpected.

Took care of guest relations — arrival flow, welcome gifts, room drops, guest lists, special needs, and transport coordination.

Coordinated with the photographer and/or videographer, ensuring documentation of key details, and capturing content for the agency/client.

Supported logistics, managed the schedule, supervised team and vendors, ensured smooth flow.

Someone to tell people to rush the stage at this moment, or start dancing, or tell people to be on the dancefloor for the first song then go where you want. Generally hype the crowd, dance, etc.

Greets / checks in guests

Checks guest's coats