Pertemuan 3 - Special Event Organizer - Muhammad Nur Ichsan, S.I.Kom. M.I.Kom

Summary

This lecture provides an in-depth overview of the organizational structure and roles within an Event Organizer (EO) company. It explains the various departments—marketing, administration, finance, and technical—along with the key positions, such as Event Manager, Production Manager, and their subordinates, each crucial for executing a successful event. The lecturer emphasizes the importance of coordination, communication, and technical expertise in ensuring smooth event operations. By outlining specific roles and responsibilities, the lecture offers valuable insights into how EO companies manage complex events and ensure client satisfaction.

Takeaways

• 😀 Event organizers (EO) are teams of individuals with diverse roles who collaborate to ensure the success of an event.
• 😀 The complexity of an event determines the size and number of personnel required in an EO team.
• 😀 The Event Manager (or Project Manager) is responsible for overseeing the event from start to finish, requiring experience, networks, and problem-solving skills.
• 😀 A Production Manager handles all technical aspects of the event, including sound, lighting, stage setup, and logistics, and must make quick decisions in response to issues.
• 😀 The Production Manager’s team includes various coordinators, such as Venue Coordinator, Security Coordinator, and Lighting Coordinator, each responsible for specific areas of the event.
• 😀 Effective coordination among various roles in the EO company is essential for smooth execution, especially in managing unexpected challenges like power outages.
• 😀 The Director Utama (CEO) oversees the company’s administrative, financial, and external relationships.
• 😀 The Director of Operations is responsible for operational oversight and the implementation of strategic goals within the EO company.
• 😀 The Creative and Design Team plays a vital role in creating promotional materials such as posters, leaflets, and brochures for the event.
• 😀 Marketing efforts are crucial for promoting the event, and integrated marketing communication (IMC) strategies are often used to align these efforts with the company’s goals.
• 😀 The EO organizational structure includes key roles such as Administrators, Marketing Team, Finance Officers, and various Coordinators to manage different event aspects.

Q & A

What is the main purpose of an Event Organizer (EO)?

An Event Organizer (EO) is a group of individuals with different tasks and functions, collaborating and synergizing to ensure the successful execution of an event.

What are the main departments within an Event Organizer organization?

The main departments within an Event Organizer organization include Marketing, Finance, Administration, and Technical.

What is the role of the Marketing Department in an Event Organizer?

The Marketing Department is responsible for finding clients for the Event Organizer by promoting their services and managing relationships with potential clients.

What are the responsibilities of the Administration Department in an Event Organizer?

The Administration Department handles administrative tasks such as managing correspondence and documentation necessary for the event.

What does the Finance Department do in an Event Organizer?

The Finance Department manages the financial aspects of the organization, ensuring that the company stays financially stable and handles sensitive financial matters like billing and payments.

What is the role of the Technical Department in an Event Organizer?

The Technical Department is responsible for managing the technical aspects of an event, such as setting up the stage, sound systems, lighting, security, and other event-specific technical needs.

What is the primary responsibility of the Event Manager in an Event Organizer?

The Event Manager oversees the entire event process, from concept creation to final execution, ensuring that all aspects of the event align with client expectations and goals.

What skills are crucial for a Production Manager in an Event Organizer?

A Production Manager must have quick decision-making abilities, flexibility, and strong problem-solving skills to address any issues that arise during the event. They also need to manage various technical and logistical components of the event.

What are some of the positions under the Production Manager?

Positions under the Production Manager include Assistant Production Manager, Traffic Management Officer, Administration Officer, Production Finance Officer, and various coordinators for tasks like venue management, lighting, sound, security, and more.

How does the structure of an Event Organizer support successful event execution?

The structure of an Event Organizer supports successful event execution through well-defined roles and clear communication between departments. Each department and position has specific responsibilities, but they must work together to ensure the smooth execution of the event.