CARA MEMBUAT TEAM EVENT - ORGANIZING TEAM | KELAS EO (Eps 11)

Summary

In this episode of Randy Iswara's event organizing class, he delves into how to form a successful event team. He covers essential roles such as leaders, secretaries, treasurers, and event divisions like logistics, production, and security. Randy explains how these teams evolve from school events to professional corporate teams, with more specialized roles like event planners, production crews, and account services. He concludes by outlining seven key aspects—technical, event content, service, security, convenience, marketing, and administration—needed to form an effective team for any event, ensuring smooth execution and success.

Takeaways

• 😀 Event team formation starts with a solid event concept and proposal. A clear vision and preparation are essential.
• 😀 In both educational and professional settings, basic roles include event leader (e.g., the chairperson), secretary, and treasurer.
• 😀 Specialized divisions within an event team include event planning, logistics, security, transportation, and media promotion.
• 😀 In educational events, such as school or university projects, teams are usually smaller and more foundational, whereas corporate or agency events use more advanced terms for similar roles.
• 😀 Each team member’s responsibility is crucial for executing the event’s vision, with roles such as logistics, event execution, security, and food handling.
• 😀 Event organizers in a corporate setting (e.g., event planners, creative teams, and production staff) manage more detailed and complex tasks like technical production, marketing, and client servicing.
• 😀 The creative team within an event agency focuses on designing event concepts, proposals, and marketing plans.
• 😀 Key departments like production, logistics, and media are vital for ensuring smooth event execution, from venue setup to guest management.
• 😀 Different types of events, such as corporate, parties, or weddings, may require different specific roles, but basic event team functions remain constant across event types.
• 😀 The seven aspects of event team structuring are technical production, event execution, client service, security, convenience, marketing, and administration, each contributing to the overall success of an event.

Q & A

What is the first step in organizing an event?

The first step in organizing an event is to prepare the event concept and create a proposal. This helps in visualizing the event and understanding what needs to be done before assembling the team.

What are the basic team roles in school or university events?

In school or university events, the basic roles typically include the event leader (Ketua Acara), secretary (Sekretaris), treasurer (Bendahara), and divisions such as event planning, logistics, security, and promotion.

How does team structure differ between school events and professional events?

In professional events, especially in agencies or corporate settings, the team structure includes more specialized roles like event planners, account managers, production teams, and creative teams. While the basic roles are similar, the terminology and organization are more advanced in professional settings.

What are the seven essential aspects to consider when organizing an event?

The seven essential aspects to consider are: technical (production and logistics), event content (program and activities), service (client and VIP management), security (safety and permits), convenience (catering and comfort), marketing (promotion and exposure), and administration (finance and paperwork).

What does the role of the event leader (Ketua Acara) entail?

The event leader is responsible for overseeing the overall vision and execution of the event. They are the ones who provide direction and make final decisions on event logistics and team management.

What does the production team do in a professional event?

The production team handles all technical aspects of the event, including setting up the stage, managing lighting and sound, and ensuring everything runs smoothly. This team is crucial in ensuring the event's technical execution is flawless.

Why is having a well-defined event concept important before assembling a team?

Having a clear event concept helps guide the direction of the planning process. It ensures that the team understands the event’s goals, target audience, and necessary resources, which leads to better decision-making and smoother execution.

What is the role of the event planner or concept creator in a corporate setting?

The event planner or concept creator is responsible for developing the event’s overall vision, creating a marketing plan, and coordinating with other teams to ensure the event aligns with the intended goals and branding.

How are event roles divided in a professional agency or corporate setting?

In a professional setting, roles are more specialized. You have event planners who focus on the concept, a production team for technical execution, an account service team for client and sponsor management, and creative teams for visual design and marketing.

What are the common divisions or 'seksi' in school event teams?

Common divisions in school event teams include sections for event planning, logistics (e.g., transport and stage setup), security, promotion, documentation, and sometimes food and beverage management, each responsible for specific tasks that contribute to the event’s success.