Teams play a crucial role in every industry. However, in the business that we are in – making dreams come true through events, it is almost imperative for our business to have a #dreamteam.

A great, driven and passionate team makes ALL the difference in the events space.

It takes a village to run a successful event, they say. Whether it’s the vendors or your internal team – there are a lot of people who contribute towards putting on a stellar event experience.

So, let’s find out who are the main characters of the perfect #eventcrew, shall we?

How many people does it take to build a dream team?
Honestly, there’s no right answer for this. A lot depends on the type & scale of the event.

Is it a big event? Are there celebrities going to be there? What’s the crowd  like? Is there going to be any entertainment, like dancing or singing involved?

Depending on this and a few other factors, the number of people will be determined. There’s no one-size-fits-all approach when it comes to event planning.

Here, we’ve drawn out a basic sketch so you can easily put together your army! 

Backstage Crew:

The main job of the backstage crew (as the name easily suggests) is to ensure whatever is happening on the stage is well managed.

The crew is responsible for coordinating with the different stakeholders for instance, entertainment, hostess, emcee etc. They need to be extremely alert and coordinate with every other resource responsible for executing the event.

For instance, if the mic has to be given onstage, some awards have to be distributed or the dance troop has to be called upon the stage – the backstage crew is responsible to manage all of it. 

Console Manager:

The manager directs the whole show/event. He guides the DJ, sound engineer etc. He’s the heart of the event. It’s his responsibility to ensure that everything is running as per the event flow and the agenda of the event.

To ensure that the event is smooth and super, he needs to be in complete harmony with the backstage crew.

Registration Desk:

Most people who work in the events industry don’t usually pay much attention to the finer details like who’s going to be manning the registration desk. But honestly, there’s were most things can go seriously wrong.

This is the first touchpoint/experience that the audience is likely to have as they enter the venue.

So, if they don’t have the best experience at this stage it doesn’t matter what you’ve got planned inside!

Hence, always make sure that you take such finer things into consideration when building your crew for any sort of event.

Joker:

Wondering what this is? Well, this one’s a specially coined term at DreamCraft Events! It’s similar to the trump card in a deck of cards. And in the event terminology too, the joker is omnipresent and silently managing everything.

He’s the most crucial part of the crew. Whether that’s managing the client or coordinating between the other teams (internal), this person does it all! The amount of pressure during an event is so high that every member is busy focusing on their own roles & responsibilities.

That’s where the ‘joker’ plays a crucial role and takes care of the finer aspects of the event by bringing everything together. He has to be super attentive at all times and as a silent observer, he fills gaps wherever necessary by directing the team. He acts as a glue between the team and the client.

Entertainment Coordinator:

This person plays a super important role whenever there’s a celebrity involved. He/She acts as the sole point of contact between the celebrity’s team and the entire crew.

All communication regarding the entry, exit, and needs of the artist/celebrity, etc. are managed by the coordinator. 

Another important aspect is the sharing of the agenda with all those involved. Only when everyone has the details of the event carefully slotted by the time and event planned can everyone be responsible for their activity.

Running an event successfully takes serious dedication and coordination. It’s a million fine & minute details put together that make up a stellar event.

For instance, even if the music has to be played at a particular time, the console manager & the backstage crew must be aware of that and coordinate/communicate with one another.

Yes, we mean coordination to this level of detailing! While it may seem rather obvious, most event companies ignore or pay little heed to such details.

But if you want to showcase the best event this is the level of detailing that you need to think about! 

Still Wondering which role is the most important?

Honestly, all these are like spokes of the wheel and are ALL equally important. Without these spokes (and more) the wheel will be wobbly. The scale of the event doesn’t matter.

At the end of the day, you need a team you can trust upon and bank on blindly. Getting your dream #eventcrew is a lot of work but take it from us it’s totally worth investing! 

By Dreamcraft Events and Entertainment Pvt Ltd