2. Example of an Event's Management Hierarchal Structure

This is a diagram of the main job titles that would be common in a Performing Arts event management team; however there are many subsidiary roles that are equally important. These Include…

Event Coordinator/s: 

Event coordinators are the top level management officials in the event management hierarchy. These professionals are responsible for managing as well as coordinating all the crucial work details that are required for an event’s proper smooth working with huge immense success. These management high level officials normally work as freelancers as well as on committed manner. They are hired by organizations, trade associations, corporations as well as non-profit associations to work for them. The events managed by these high officials include sales meetings, trade shows, employee appreciation, business meetings, virtual events and many more such events.

 Event Planner/s:

Event planning may seem quite easy to people but it incorporates numerous things to be handled at the same time. This position just simply does not mean planning a party like we all do. This management position requires lot of skills along with management qualities in a professional to be an exquisite event planner. This management position is all about vision, details, facts and organization along with the amorous means to pull off both small and big events without any problems. They will need to coordinate with all of the main project officials as a fully effective team that plans everything from finding the venue and deciding the over all style of the event. 

Example:

During my time working on Arley Hall which was a college dance show that took place in an old stately home. I need not work as an Event Coordinator, however I did observe the process that the Event Coordinators went though to see how I could learn from them. I noticed that they chose a venue that was very in-keeping with the over all style of the dance. Dance shows are usually associated with very prestigious and classical venues that promote themes of class, grace and dignity. As Arley Hall is a very glamorous and artistic building this type of event fits perfectly withing the walls of Arley Hall. 
 

Client Service Event Manager:

This is also one high level management job title in the event management hierarchy. These are commendable and admirable professionals whose major job responsibilities revolve around maintaining an exquisite and fine communication with the customers of the company. Satisfying the customer’s queries come under their job duty for the benefit of the company. These professionals team up with the sales staff and operational staff in order to improve the service level for the company.

Example:

When our college did a production of Footloose I was working as a lighting designer. As my job was finished quite early on I was able to join the Front of  House Team for a short period of time. Even though they were the FOH team they still had to consider many of the principles that a Client Service Manager has to consider when trying to appeal to an audience so they have an enjoyable time. For example the front reception area of our college had to be converted in to a front of house that looked aesthetically pleasing to an auidence as this is the first thing they will see as they walk in and it must be impressive, so we decided to use a lectern for the ticket holders and replace all the college posters with our own ones that advertised the show. .
 
Event Manager:

The event manger is a professional normally responsible to make sure that all the events and shows go on smoothly. These people handle everything of the event on practical basis from scheduling to catering to decoration. All the people performing this task are handled under the explicit supervision of the event manager. In short they manage everything of an event not on paper but on practical basis.

Event Assistant:

Event assistants as the name implies provide their assistance to the high level event management officials in envisaging the event plans, conceiving and producing the events under the supervision of high event management officials. Their major core job areas involve exhibitions, festivals, product launches, conferences, fairs along with other social events. These professionals work effectively and efficiently as a part of the event management team.

Artistic Director:

Artistic directors are arts and entertainment professionals. They are typically the most senior creative employees of an artistic event and are responsible for motivating staff to produce the highest quality of work while maintaining the organization's ‘vision’. They will commonly draft initial plans with the Director and their governing bodies to produce the initial briefs and motivations for their employees to work from. These employees include the Set Designer, Lighting Designer, Props Master and so on. 

Example:

When I make my own short films I have to consider everything from the composition of the shots, the design of the set and the lighting. All of these artistic elements have to be brought together when trying to design and produce the over all visual style of the event or film you're trying to create. If one element is not quite right then the who of the 'vision'/'style' could be thrown off and make your concept appear disjointed, out of sync or 'hap hazard'.

Director: 

A theatre director has the responsibility for the overall practical and creative interpretation of a dramatic script or musical score, taking into account the budgetary and physical and legal constraints of an event. They are involved at all stages of the process, from the design and per-production stages and rehearsal right through to the final performance. Directors work closely with their creative and production teams, the performers and the producer to create an event which connects with the audience. They therefore need to be able to coordinate effectively across a wide range and with artistic vision.

Administrator:

An arts administrator manages activities and services which support the event.  An administrator will perform a variety of functions ranging from marketing and booking performers to finance and insurance matters. In larger company’s they may specialize in specific administrative areas such as programming, front-of-house management, public relations or marketing.

Production Manager:

Within theatre companies the Production Managers role is to hire and regulate staff and to ensure that they are train and will comply with health and safety regulations. They will carry out risk assessments if need be. As well as this they will see over the planning and development stages of an event and make sure that all deadlines are being met.   Finally they will see the very first performance to make sure everything is to the director’s original plans.

Stage Managers (DSM,ASM,SM):

An essential skill for an event stage manager is people management, as it is their role to coordinate all aspects of a company to ensure the successful delivery of the performance. This involves managing rehearsals, actors, technicians, props and costume fittings, as well as liaising with front of house staff and the director. A stage manager needs to have a good understanding of both the technical and artistic elements of a performance so that they can ensure it is delivered exactly to the director's requirements. They will be involved from the rehearsal stage through to the live performances, where they will be on hand to deal with any emergencies or issues that may hinder the show. Larger productions will typically have a stage manager supported by a deputy stage manager and one or two assistant stage managers. However, small shows may just have the stage manager working on their own.

 Set Designer: 
A set designer is responsible for creating the over artistic vision of the event from the staging to the props. The Set designer works in association with the production designer and art directors to convert the approved production illustrations into drawings for the construction of set. The designer should always be aware of the various architectural rules and guidelines needed to design the set effectively.

Example:
When I was involved with Panto in my home town in Scotland I had to design a very complicated and specific castle structure that had to support weight. I had many meetings with the Director to establish a sound structure that not only could withstand the weight of three people but also looked aesthetically pleasing. This was very difficult to do as my time schedule due to each redesign was getting shorter and shorter, I had to work very quickly and effectively to meet my deadline. 

Master Carpenter:

The master carpenter manages and supervises the stage carpenters. He reviews blueprint, model and sketch plans and specifications, orders materials and assigns stage carpenters in crews to complete tasks to meet deadlines. He might also manage other production departments or the scene shop upon request. Additionally, he handles crew schedules and administrative paperwork and confirms that all tools and equipment are maintained and in working order. He’s also responsible for scheduling fire safety inspections and making certain all safety procedures are followed.

Example:
During my work on Stags and Hens, a play I designed and built for college last year I had to design and construct a row of sinks that could withstand people being thrown against them and people leaning on them. This was very difficult due to the limited supply of the exact wood I needed. It is important to use the right wood and materials for your project otherwise you will produce ineffective sets that damage the success of the show. 

Props Master:

The Property Mistress/Master (“Prop Master”) will possess the ability to create and build props that help create the mood for the actors’ performances and conveys a message to the audience as a visual aid. The Prop Master works with the Director regarding interpretation and prop requirements. He/she must possess excellent communication and organizational skills, must be self –motivated, efficient, and creative.

Example:

During the college production of We Will Rock You I had to help, (as Crew) with the distribution and collecting of props. Communication and efficiency is essential when working as a Props Master, make sure you use your crew or team as more eyes are better than just yours!
 

Lighting Designer:

The Designer and director share their ideas about how light could be used to enhance the production concept at their first meeting. Early meetings with the set designer are also important because the set and lighting designers must collaborate on how to achieve the desired "look" for the play. The plan for the set may influence the placement and direction of the necessary lighting instruments so having meetings to discuss this with the arts directors and the set designer will be essential. Lighting designers attend rehearsals to get a feel for the lighting cues and to plan how to light the actors as they move from place to place on stage. When the blocking is set, the lighting designer can start to work out which lighting instruments will be used and where each one will be located.

Example:

When I was lighting designer for Footloose I attended many rehearsals so I could understand the style and theme of the show. My design changed rapidly and I had to work under pressure to get my focus notes, lighting design and other plans ready for the plotting and technical rehearsals. It is essential for a Lighting Designer to be willing to produce changes to their vision quickly and be able to work under a lot of stress in an effective manner. 

Technician:

The Senior Events Technician will primarily ensure the smooth running of all technical aspects within the above venues. Working closely with the Building Manager, the Senior Events Technician will assist and support incoming artistes and external production companies from a technical and stagecraft aspect. Other activities that will require technical support will include rehearsals, commercial events, lectures, conferences etc. The post will also oversee health and safety aspects within the venues to ensure that current regulations are adhered to. On-going maintenance to systems, planning for replacement and upgrades in the venues will also form part of the role. Supervision of casual part time staff will also be part of the role.

Example:

As a technician communication is essential for a successfully executed event. During every show technical equipment can become faulty. You must stay calm in these situations as they could happen minutes before a show starts and you will have to trouble shoot very quickly. An excellent knowledge of technical equipment and there processes is essential to complete this job roll well. 

Dressers/Maintenance:

A dresser is an event stage-hand who is involved with maintaining costume quality at each performance. They are hired by the director. They report directly to the wardrobe supervisor or stage manager. Dressers are responsible for assisting cast members with costume changes backstage, when necessary. They are often used to assist primarily with quick costume changes, where a character exits and must enter again very quickly wearing a different costume.

Example:

A dresser is a very small roll in an event however it could be one of the most important rolls there is. They make sure every actor gets on stage with everything they need costume wise. During my time on We Will Rock You we did not have any dressers, this meant people were not asking for help and they went on stage without pieces of their costume. I had to step in on the last two shows to make sure two people got dressed quicker so they were on in time for their cue. 

Crew:
Members of the technical crew supervise and operate the various technical aspects of the production during a performance. While the "technical crew" includes all persons other than performers involved with the production, such as those who build and take down the sets and place the lighting, the term "running crew" is generally limited to those who work during an actual performance. The term is typically not applied to crew or department heads, although there are exceptions. The running crew may include performers if they also function in technical capacities while off-stage. The crew will predominantly assist the managers with errands, taking props on an off stage, helping dressers and the general maintenance of backstage.

Example:

When I was working on Warrington Pride I was a runner. It was my job to relay information and messages to the cast or acts to their managers to agents. This is a very stressful job as you have to be extremely quick and assertive without being abrasive or sloppy. If there is anything I learned from working on this show is that a note pad is your best friend as you WILL forget things!

Front of House/Box Office Manager:

A front-of-house manager  is in charge of overseeing all public areas of a theater, concert hall or performing arts center, including the lobby, bar and/or concession stands, and even the auditorium/venue itself. He manages all ushers and ‘FOH’ employees. Additionally, he ensures that the experience of each audience member is enjoyable and safe. Often if there is not catering staff then they will serve food and drink to the audience before the performance during an interval.

Catering:

Catering managers plan, organize and develop the food and drinks services of events, while meeting customer expectations; they will also need to consider food and hygiene standards and financial budgets. They will also have a team of their own that serve  and distribute the food amongst the guest.
 
Marketing/Publicity Manager:

The main focus of the Marketing or publicity manager is to pay someone to bring your production or event to the attention of potential and current customers through materials you create yourself or pay to have designed. These could include advertisements in newspapers or on television or radio; signs; direct mailings; or e-mail messages. The will also be involved in seeing how the public respond to the advertisements and if they are unsuccessful then they will need to think about how they could be re done to be more effective.
 

Lighting and sound operators:

During live events the role of the lighting and sound desk/mac operator is to implement the design created through collaboration between the artistic director, lighting designer, sound designer, and stage manager. They will initiate a precisely timed cue that will have been set during the technical rehearsal of the event. They are essential in creating an atmosphere to enhance the emotion for both the performer and the audience that is very precise and accurate with no faults.