Who Belongs on Your Event Planning Team?

For small in-house corporate events, you might be able to get away with doing all the event planning work yourself. But the bigger an event gets, the more likely it is you’ll need more than just you on the event planning team. So who belongs? What roles need to be filled to build an event management team that can get the job done?

Building the Perfect Event Planning Team

No single person can do it all, especially when it comes to event planning. There are several different roles to fill, and each of them requires distinctly different skillsets. Building a full event team means you get to benefit from the experience of everyone on your team. That doesn’t just make your job easier; it makes the event better too.

To build your team, you’ll need to consider two main things:

  1. The number of team members you’ll have
  2. The team roles that need to be filled

These things need to be considered together because the specific roles and job descriptions of each individual team member depends partly on the overall size of your team. In a smaller team, each member may have multiple areas to cover. In a large team, each person’s role tends to have a narrower focus. For very large events, each of these roles may be taken on by a subcommittee that includes a leader and one or more additional team members.

proglobalevents leadership team

Roles of an Event Planning Team

Within any event planning team there are several different roles that need to be fulfilled. In smaller teams, people may double up and take on more than one role. Bigger teams may assign each person a single role. They may even have multiple people sharing the work assigned to a particular part of the event planning process.

Director/Team Leader

In any event management team, whether for a small corporate event or a huge trade show, the team leader is the ultimate decision-maker. They decide on event goals and strategy, they set the theme and vision for the event, and they keep their focus on the big picture. They’re ultimately responsible for the work of every other team member. As such, it’s their job to make sure that every member of the team works in alignment with the goals of the event.

Event Coordinator/Administrator

In this role, the team member is responsible for the day-to-day administrative work involved in planning the event. They’re tasked with understanding the team leader’s vision and organizing the practical details needed to make it a reality. This can include everything from selecting a venue to choosing vendors to setting the agenda and schedule for the event.

The event coordinator may also oversee the day-to-day work of other team members. In a small team, this role might double-up with that of the team leader. In a bigger team, the event coordinator may act as a liaison between the team leader and the rest of the team.

Budgeting/Treasury

This event management role is all about the money. It involves an event budget and allocating financial resources; receiving and making payments; and obtaining funding, like grants or funds from working with sponsors. They must also keep a scrupulously exact record of every financial transaction. Ultimately, they’re responsible for making sure that money keeps flowing in the right directions and that there’s money to pay for services and goods as and when needed.

On-Site/Venue Coordinator

The on-site coordinator is the go-to contact for the event venue and any matters relating specifically to the venue. This might include:

  • Vendors
  • Exhibitors
  • On-site staff and volunteers
  • Security and risk management
  • Sponsored booths and content
  • Site setup

They’ll also coordinate with other team members to ensure the event itself proceeds according to plan.

Event Marketing and Communications

In the event marketing role, team members are responsible for developing the event marketing campaign and the event brand. They must:

  • Make sure the right audience demographics are targeted
  • Develop marketing campaigns for social media
  • Act as media liaison to develop media relationships
  • Distribute press kits and releases
  • Implement registration-boosting promotions

They’ll also work with the creative team to ensure event branding and messaging is consistent and cohesive across the entire event.

Creative and Design

The design team are responsible for the visual aspects of the event. Depending on the event, this might include everything from the event website and app to printed schedules and marketing materials to event signage and event-branded swag. They must ensure that the visual theme of the event is expressed consistently. They’ll work closely with the marketing team to make sure it’s cohesive across the event’s marketing campaigns too.

Technical Director

You may not need a technical director for smaller live events, but for larger events—especially virtual and hybrid events—this is an essential role. Your technical director is the person who oversees the A/V side of things, including lighting and sound for live venues and livestreaming and recording for virtual and hybrid content.

Who’s On Your Event Planning Dream Team?

Building a strong event planning team is all about picking the right people for the job. Choose team members whose strengths match up with the requirements of the role. And make sure all of your team members are people who work well together. Teamwork is an essential part of successful event planning, and your event planning team should first and foremost include people who can communicate and collaborate effectively.

The team at ProGlobalEvents has been working together for years, planning epic meetings, conferences, and conventions that meet all our clients’ needs. Want to bypass the work of putting together your own event planning team? We can step in exactly where you need us.

Ivan Fujihara

Chief Financial Officer

Ivan brings 25+ years in senior level management experience from a variety of technology industries.  His background includes accounting management, analytics and audit management for technology companies.  He has worked with companies such as THX, Ltd, Recruitology , Double Click, Creative Labs and more.  Ivan has also served on the board of Lincoln Families, a non-profit that supports East Bay children with the objective of disrupting the cycle of trauma and poverty.

Matt Rulis

Vice President of Sales

Matt is a marketing professional and has been managing marketing strategies, campaigns and environments for a diverse client base for over 15 years. From a service perspective, Matt and his team of Account Executives focus on fostering relationships to uphold a greater than 99% customer satisfaction rating year-over-year. Additionally, with extensive experience on the client-side of the industry, he understands that alignment between expectation and budget is paramount to a successful project. As a result, ProGlobalEvents' clients can expect a competitive advantage paired with top quality products and services. Matt is an avid fly-fisherman, enjoys most outdoor activities and is a true college football fanatic.

Tom Foley

VP of Operations

Heading the fabrication side of ProGlobalEvents is exhibit and event industry veteran, Tom Foley. For over 35 years he has been responsible for building amazing exhibits and environments for clients. Tom started out in the production area and has broad experience in project and operations management. He currently oversees production, warehouse, graphics and project management departments. Tom studied machine tool technology and welding before entering the industry. As a true "builder" he also enjoys restoring and modifying classic American cars.

Dick Wheeler

President

Dick serves as President of ProGlobalEvents and President of ProExhibits and is a board member of CEMA (Corporate Event Marketing Association). At ProExhibits he has been nationally recognized as an innovator and driving force in the fast-growing trade show exhibit and event industry. Under his leadership in 1997, the firm received INC magazine’s INC 500 award as one of America’s fastest-growing companies. His informative articles on developments and innovations in the trade show exhibit and event industry have appeared in national trade publications. Dick has a B.S. degree from Wittemore School of Business & Economics at the University of New Hampshire and has completed the Entrepreneurial Executive Leadership Program sponsored by MIT, YEO and INC. He is actively involved in Vistage, an interactive group of over 20,000 CEO’s and presidents worldwide and is a member of CEMA and EDPA.

Jack Connolly

Creative Director

As an experiential creative director, Jack prefers to draw outside the lines. He tells stories with original content and impactful design to ignite meaningful conversation.

 

Jack brings 20 years of event industry knowledge to ProGlobalEvents. He specializes in building live & virtual platforms for audiences to connect, engage and immerse themselves in the power of a shared experience. His skills range from ideation and concept development to defining an attendee journey through storytelling and design.

Jack understands the creative process is not linear, but a collaborative process between agency and client. He manages teams of designers and technology developers to pioneer impactful brand experiences. His diverse skillset and leadership ensure for award-winning results and memorable impressions.

 

In 2019, BizBash named Jack one of the top event designers in North America. SXSW awarded his work the “People’s Choice in Innovation” in 2021.

Jody Tatro

Chief Executive Officer

In addition to being CEO of ProGlobalEvents, Jody is also the CEO of ProExhibits. With Jody at the helm, the company has been recognized repeatedly as one of the Top 50 Women Owned Businesses in Silicon Valley. She has set the outstanding client service standards for which the firm’s account management team is noted. Jody is a recipient of the YWCA’s Tribute to Women Award, the Junior League Community Volunteer Award and is listed in Who’s Who of Women in Business. Following her graduation from California Polytechnic State University in San Luis Obispo, Jody held various sales positions in several technology companies.

Paul Miller

Chief Marketing Officer

Having served in a number of executive roles for companies in Silicon Valley for over 25 years, Paul has a client-side perspective of the corporate events industry. He has a broad set of experiences working for startups as well as global firms such as Applied Materials. At ProGlobalEvents, Paul helps the company to reach clients through traditional and digital marketing programs. With an extensive background in the High Tech sector, he’s also involved with technology strategy both internally and for clients. Paul is a graduate of the Harvard Business School, the Stanford Engineering Design School and Claremont McKenna College. In his spare time he is a also a principal member of the non-profit Gratitude Network which mentors award winning social entrepreneurs.