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Event Management Responsibility Matrix

The responsibility matrix outlines the roles for various teams in planning and executing an event. The core team is accountable and responsible for planning, budgeting, monitoring, and reviewing the event. The event management team provides leadership and support to other teams. The registrations team handles registration and directing attendees. The hospitality and logistics team sets up the event space and transports attendees. The documentation team records daily reports and costs and reviews activities with feedback for the core team. The sponsorship team funds the event and invites participants.

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75 views2 pages

Event Management Responsibility Matrix

The responsibility matrix outlines the roles for various teams in planning and executing an event. The core team is accountable and responsible for planning, budgeting, monitoring, and reviewing the event. The event management team provides leadership and support to other teams. The registrations team handles registration and directing attendees. The hospitality and logistics team sets up the event space and transports attendees. The documentation team records daily reports and costs and reviews activities with feedback for the core team. The sponsorship team funds the event and invites participants.

Uploaded by

Aditya
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd

Responsibility Matrix

Work Core Registrations Event Hospitality Documentation Sponsorship


Package team team Mgmt. & Logistics team
Planning A,R I I I C
Budgeting A,R C
Procurement A R R
of resources
Execution A R A, R R I
Risk A,R R R
Management
Monitoring A,R C R C R
Reviewing A,R C C C C
Closure A,R R R R

Notations:

A=Accountable
R=Responsible
C= Consult
I=Informed

Event Management Team


 Providing leadership to the non-core teams.
 Motivation, direction and support to your non-core team.
 Travelling to on site inspections and project managing events.

Sponsorship Team

 Fund meeting basics;


 Invest the necessary time/oversight (e.g., participate in daily progress of
reports, attend Report Out);
 Invite participants - assure appropriate people are involved;
 Provide needed background information;
 Help the team obtain resources

Core team:

 Determine the purpose, goal, scope of the work, and participant


roles/responsibilities
 Work with sponsor and process facilitator to develop a charter/project plan
 Contract resources, subject matter experts, arrange meeting dates and
Logistics, etc.
 Help lead team and guide process.
 Negotiate with managers/supervisors for resources (with sponsor)
 Document and communicate meeting decisions and distribute any needed
updates or materials to sponsor(s), team members.

Registrations Team:

 Set up registration tables with nametags.


 Direct guest, participants, students to their desired place.
 Keep a count of the number of participants and working in sink with the
documentation team.

Hospitality & Logistics Team:

 Help with setting up of the chairs, stalls, ground, etc.


 Ensure all delegates registered for that visit are present at the pickup point
 Escort them to their accommodation place.
 Remain available at the venue.
 Escort the delegates back.

Documentation team:

 Make a daily report on the events that took place and its cost.
 Reviewing on the activities done.
 Consulting with Event management teams & providing feedback to the core
team.

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