The roles and responsibilities of an event organiser

What is the role of an event organiser? 

An event organiser has overall responsibility for the smooth running of an event from beginning to end. This might include conferences, ceremonies, parties, exhibitions and corporate events. The larger the event, the greater the responsibility, but whatever the size, the event will require a safe pair of hands to ensure a valuable and positive experience for attendees and staff alike. 

What skills does an event organiser need? 

Being an event organiser is not a role suited to everyone. It’s a job that requires a particular skillset, including the following: 

• Organisation and time management 
• Leadership 
• Multi-tasking 
• Calm under pressure 
• Project management  
• Strong communication and interpersonal skills  
• Problem solving 
• Attention to detail 
• Tech savviness 
• Negotiation 

 
What are the responsibilities of an event organiser? 

1. Initial planning 

Event organisation starts with understanding the client's goals, target audience, budget and purpose of event. Whether working in-house or for a third party, the organiser will need to develop a concept and proposal that align with the expectations of the business or client. 

2. Budget planning and management 

Every event organiser’s dream is a bottomless wallet or a blank cheque – but back in the real world, a budget is required to clearly map out all anticipated expenses and revenue streams. A contingency pot also needs to be factored in. This meticulous financial planning enables the organiser to keep spending on track and helps when it comes to negotiating with venues / vendors. You can read more about budgeting for an event here. 

3. Venue selection 

Finding the perfect venue for an event is another key aspect of an event organiser's role (if the client has not already chosen one in advance). They will need to research potential venues based on factors such as location, capacity, amenities onsite and cost. Negotiating terms with venue providers is essential, as is liaising with venue staff regarding logistical arrangements such as room setup, audio-visual set up and catering. 

4. Supplier management  

Finding and negotiating with suitable vendors forms an essential part of the organiser’s role and can include elements such as catering, tech, marketing, signage, entertainment, décor and transportation. The organiser will need to maintain regular communication with all suppliers to ensure everyone is aligned on details, budget and plans. 

5. Marketing and promotion 

For larger conferences and exhibitions, the event organiser will need to be involved in, or manage, the marketing and promotion strategy. This will typically involve creating engaging content for social media and industry publications, managing promotional activities and collaborating with PR companies for media outreach and press coverage. 

6. Managing registration and attendees 

If there’s one thing that is guaranteed to get an event off to a bad start, it’s a sloppy or poorly managed registration process. Event organisers will need to design and implement a registration strategy to ensure attendees are checked in and guided to where they need to be swiftly and efficiently, and also ensure that GDPR is strictly adhered to when collecting attendee data. 

7. Logistics and operational management  

The day itself is where the event organiser really proves just how skilled they are in the art of multi-tasking. They will oversee logistical and operational aspects of the event, coordinate event staff, ensure health, safety and security protocols are adhered to and have clear contingency plans for potential emergencies or disruptions. The organiser will act as the primary point of contact and decision-maker, ensuring the smooth flow of the event programme and activities. 

8. Contingency planning and choosing the right insurance 

No matter how much planning goes into an event, there is always a risk of unforeseen circumstances which can impact an event. Not only will an event organiser need to be able to adapt quickly and respond calmly should an incident outside their control occur, but they will also need to put strategies in place to ensure risks and impacts are minimised. 

One key element of this is sorting out insurance. The types of insurance needed will depend on the event, but generally the four most common policies are: 

• Public liability insurance – in the event of injury to a third party or damage to public property. 
• Employers’ liability – should an employee or volunteer working at the event be injured. 
• Event equipment – loss of or damage to any event equipment. 
• Cancellation/postponement/abandonment cover – e.g. if the event needs to be cancelled due to adverse weather or a key speaker is suddenly unable to attend. 

 9. Post-event review and evaluation 

The organiser’s responsibilities don’t necessarily end when the event does. Afterwards, they may be responsible for gathering and analysing attendee feedback, sign ups to marketing emails and event metrics, identifying areas for improvement preparing post-event reports to share with stakeholders. 

Event Insurance Services offers peace of mind 

If you’re organising an event, Event Insurance Services is here to help. Whether it’s a large public conference with hundreds of attendees, a sporting event or a small private celebration, we can provide you with the comprehensive insurance cover you need. Contact us today to find out how Event Insurance Services can help give you that little extra peace of mind, allowing you to focus on what’s really important – organising a successful event!