Behind the Scenes: Unveiling the Roles of the Corporate Events Crew

Corporate events help to improve employee productivity, create a better working environment, and build more networks among clients and partners. But before anything else, corporate event management should have enough knowledge and experience to achieve success.

In addition, behind every successful corporate event is a team passionate about ensuring the guests and hosts experience something memorable. Whether it’s a seminar, training, or team building, everyone should have a great time.

In this article, we’ll discuss the roles of each staff behind successful corporate events.

1. Event Coordinator

The event coordinator, also known as the event manager, works closely with every member of the corporate event crew. They oversee every aspect that leads to the event’s success. From the planning to the post-event evaluation, expect that the event coordinator is there.

Specifically, they give inputs that can improve the execution and results of each factor of an event. For instance, in terms of budget, there are instances when additional finances are needed although everything’s already planned. Although the budget manager can solve the issues, it should also be approved by the event coordinator before taking action.

2. Event Planner

Another staff that is in charge of making decisions is the event planner. Successful corporate event management won’t be possible without the planning stage where the planner works closely with the host to know the event details. Usually, this includes the type of event, objectives, schedule, preferred venue, decorations, and number of attendees.

Once the planning stage is done, the event planner relays everything that the event coordinator and the rest of the team need to know. Specifically, the event planner works on the logistics and creative side of the event.

3. Logistics Coordinator

The logistics is one of the most busy in the event crew. They’re in charge of the arrangements in the venue (including the chairs, tables, stage, and decors), and assisting the guests (such as arranging transportation, accommodations, and other logistical tasks).

For instance, if it’s a trade show, the logistics coordinator should arrange the booths and exhibits of the vendors according to plan. If the layout is arranged according to categories, the logistics coordinator should communicate with the vendors and explain how their booths were decided.

Corporate Events

4. Production Manager

The production manager is assigned to ensure the lights, sounds, and technical aspects of the corporate event are running smoothly. Additionally, they work with the vendors, technical team, performers, and presenters.

For instance, if it’s a seminar, there should be at least a screen, sound system, and lights so that the presenter and audience can understand each other. Additionally, the presenters should be aware of the schedule of their presentations to avoid issues and have a better programme flow.

As for the technical part, the production manager usually schedules a sound cheque and lighting test to make sure that everything is in sync, and they can make the necessary adjustments before the event starts.

5. Marketing and Promotion

Any corporate event will only succeed if there are guests and sponsors, which is why the marketing and promotion team should always be included in the event crew. These experts are in charge of creating a buzz and making sure that the target audience knows about the event.

Since it’s the digital age, most events are promoted and marketed online. Usually, professionals use social media platforms, email marketing, and generating ads to attract attendees.

6. Registration Staff

One of the busiest staff on the day of the event is the registration personnel. They ensure the registration, greet the guests, and make sure the cheque-in is as smooth as possible. If there are VIPs, the registration should be aware of their faces and names.

If the registration is a success, the event is off to a great start. On the other hand, if there are misunderstandings and issues, it may affect the mood of the guests and the entire event.

Corporate Events

7. Hospitality Staff

Once the guests are inside the venue, there are staff who should guide them in terms of the seating arrangement, food and beverage, and other necessities. Make sure that each staff are designated based on their knowledge and experience. For instance, if a staff is a professional server, they should be in charge of the food and drinks.

Final Thoughts

Corporate events take time, money, and effort to become successful. In addition, it’s impossible to be organised by a single person. Although you can hire a few people if it’s a small gathering, there should also be enough staff assigned to do specific tasks. At least hire the main crew from the event coordinator to the hospitality staff to ensure the success of your event.

We hope this article helps you get to know more about the roles of the main event crew who work hard for the success of corporate events. If you want to share your thoughts about hiring event organisers, don’t hesitate to comment below!


Aliana Baraquio is a content writer for Pink Caviar Events Sydney, a full-service event management and decorative hire company located in Sydney. When she’s not typing out blog posts, you can find her watching anime series or baking cupcakes.

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