Where Event Administration Fits

Many people, one event

A business event brings together many people with different interests. The event owner (sometimes called the sponsor) wants an outcome: a trained team, a decision, new client relationships. The event administrator turns that intention into bookings, schedules, communications and a day that runs to time. Around them sit speakers, delegates, the venue, caterers, audio-visual (AV) technicians, finance, communications and, for larger events, security and health and safety advisers.

Most event problems are not caused by a single supplier failing. They are caused by unclear roles: two people briefing the caterer differently, nobody owning the speaker slides, or a decision that nobody was authorised to make on the day.

Making roles explicit with a RACI chart

A RACI chart is a simple table that lists each major task and shows who is Responsible (does the work), Accountable (makes the final decision; only one person), Consulted (gives input before the decision) and Informed (told afterwards). For an event, it settles questions such as "Who approves a budget change?" and "Who briefs the caterer?" before they cause trouble.

Two cases

Case 1: the conflicting instructions. For a regional sales meeting, the sales director told the venue to set the room in theatre style, and the administrator had booked cabaret style for group work. The venue set theatre style, following the most senior voice. Group exercises failed, because people could not face each other. A RACI chart naming the administrator as the venue contact would have prevented this.

Case 2: the unauthorised decision. On the morning of a training event, the trainer asked for an extra room. The administrator was not sure whether she could approve the extra cost, and the event owner was on a flight. The session started 40 minutes late. Agreeing in advance that the administrator could approve on-the-day spending up to a set limit would have solved it in minutes.