Leader and Client Management |
Budget Tracker |
Venue Management |
Decor Management |
Entertainment Management |
Guest Management |
Food Management |
Social Media Management |
Admin |
Write team member task here |
Clarify the goals and purpose of the event |
Develop detailed budgets |
Collect quotes for team leader |
Collaborate with clients to understand their vision and preferences |
Identify and vet potential performers, musicians & DJs |
Maintain an accurate guest list |
Collaborating with chefs and clients to design menu |
Developing engaging content, including posts, images, videos, and stories for event company media page |
Overseeing the logistical aspects |
|
Ensure alignment with client expectations |
Monitor and adjust the budget as needed |
Ensure the venue is meets all safety and quality standards |
Develop creative concepts and themes for event decor |
Negotiate contracts and fees |
Track RSVPs |
Sourcing and purchasing ingredients |
Interacting with followers, responding to comments and messages |
Acting as a central point of contact for all stakeholders |
|
Create and approve the event budget |
Keep accurate records of all expenses related to the event |
Manage bookings and scheduling |
Create detailed design plans and mood board |
Coordinate with performers to ensure they understand the event schedule |
Send out invitations |
Manage catering staff |
Marketing |
Keeping track of all team members progress |
|
Monitor expenses |
Ensure all expenditures are within the approved budget |
Coordinate with internal team and vendors |
Source and procure decor items, including furniture, lighting, flowers, and other decorative elements |
Arrange for any special equipment |
Handle any special requests |
Overseeing the setup of food stations, buffets, and bars |
|
Budget management |
|
Assign roles and responsibilities to team members |
Ensure timely collection of payments |
Coordinate with Budget Management |
Oversee the setup |
Oversee the setup and breakdown |
Set up and manage the registration desk |
Budget management |
|
Keep database for all quotes and payments |
|
Ensure contracts are signed and terms are clear |
Prepare financial reports to provide insights into the financial performance of events |
Oversee the setup and breakdown of events |
Coordinate with internal team and vendors |
Maintain clear communication with clients |
Provide assistance to guests |
Collect quotes for team leader |
|
|
|
Confirm venue, catering, and transportation arrangements |
Present financial summaries |
|
Oversee the breakdown and removal |
Manage the entertainment budget |
Provide guests with all necessary information |
|
|
|
|
Ensure smooth execution of the event schedule |
Ensure all vendor payments are processed on time |
|
Ensure all items are returned to vendors |
Collect quotes for team leader |
|
|
|
|
|
Maintain communication with the client |
Ensure there are contingency funds for unexpected expenses |
|
Collect quotes for team leader |
|
|
|
|
|
|
Conduct a debrief session with the team |
Conduct regular audits to ensure financial accuracy |
|
|
|
|
|
|
|
|
Reconcile the budget |
Optimize spending |
|
|
|
|
|
|
|
|
Compile an event report detailing outcomes and insights |
|
|
|
|
|
|
|
|
|
Send thank you notes to clients, vendors, and team members |
|
|
|
|
|
|
|
|
|