LIVE EVENT TEAM STRUCTURES
OVERVIEW
Based on theatrical principles proven over centuries, there are four core roles that any live event, exhibition or pavilion, in any sector and for any purpose needs to have in place if it is going to deliver the most value and create the most impact.
Equally vital is making sure those four roles are undertaken by people with relevant content and context experience.
Summary guidance for creating your perfect team and example structures are provided on this page in the following sections:
For a thorough understanding of this structure’s importance and how to implement it, please read The Facts Of Live.
CONTENT & CONTEXT
Content and contextual experience can easily be confused.
CONTENT EXPERIENCE: the purpose of an event, for example: the message at a conference, the music at a concert, the rules at a sporting even or the art at an art exhibition.
CONTEXT EXPERIENCE: the backdrop or environment in which an event is to be staged, be that physical, financial, operational or political. Contextual issues include: venues or locations; finances; the event’s scale and complexity; whether it’s a public or private sector event; whether the event has the green light or opposition; technical, infrastructure, construction, logistics and operations; marketing and sponsorship requirements.
The content is the event’s purpose, the context is everything required to bring the content to life and make the event happen.
CORE ROLES
The four roles you need either to put in place or make sure someone else puts in place if you are outsourcing your activity are:
1. One person is the overall lead – ultimately responsible for delivering the live event. They need relevant contextual experience of having led events with similar contextual requirements before in similar circumstances.
2. One person is the overall lead for all content and / or creative direction. They need to have relevant content experience.
3. One person is responsible for the physical delivery and production of everything. They need relevant contextual experience of having delivered similar before in similar circumstances.
4. One person is responsible for all the logistics and operations requirements (e.g. travel, accommodation, catering, ticketing, accreditation etc.). They need relevant contextual experience of having delivered similar before in similar circumstances.
The boundaries between the four key roles can blur, but getting the right team in place and the right marriage between content and context is critical. Everyone else needed or involved with a live event, exhibition or pavilion reports into or works with this core team.
These 4 roles could all be the same person on a small event. Or there may have massive committees or teams involved, but ultimately there needs to be a directly accountable individual in each of these four roles. On larger, multi-faceted events, you just divide the event into smaller obvious sub-events and ensure they have the same structure.
Below are numerous examples of how to structure all manner of live events from the small to the largest imaginable. Please don’t take the job titles used literally. They are illustrative. Look instead at what each role actually needs to do.
EXAMPLES
Below are numerous examples of how to structure all manner of live events from the small to the largest imaginable. Click on any example to expand each one.
Please don’t take the job titles used literally. They are illustrative. Look instead at what each role actually needs to do.
If you would like any other types of events illustrated and added to this page you can submit a request to: hello@TheFactsOfLive.com
Keep the event anonymous; you only need to provide enough information to explain the type of event and its component parts, along with your key queries.
NOTES
The Producer takes the overall lead, a Creative Director or Artist leads on all content or creative direction. A Production Lead leads on the physical delivery and production of all requirements along with any stage management, props and costumes etc.. A Logistics or Operations Lead leads on all travel, accommodation, catering, ticketing and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew, volunteers and contractors report into relevant people in the team.
NOTES
Each separate location is treated as a separate sub-event, each with the 4 core roles identified. Each location’s Producer reports into the overall Executive Producer and each Creative Director/Lead/Artist reports into the overall Creative Director/Lead/Artist.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew, volunteers and contractors report into relevant people in each team.
NOTES
The Producer takes the overall lead, a Creative or Content Lead leads on all content or creative direction; if this person isn’t creative, they may need a Creative Director or similar working with them, but someone needs to take the lead for the content. A Production Lead leads on the physical delivery and production of all requirements along with any stage management, props and costumes etc.. A Logistics or Operations Lead leads on all travel, accommodation, catering, ticketing, hospitality, accreditation and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew and contractors report into relevant people in the team.
NOTES
An Event Director takes the overall lead. A Sport or Competition Director takes the lead on all content – likely the rules, regulations, athlete welfare and field of play requirements. A Technical Lead leads on the physical delivery and production of all requirements from the venue, field of play and spectator experience. A Logistics or Operations Lead leads on all travel, accommodation, catering, ticketing, hospitality and similar.
All other roles, such as creative, sponsorship, marketing and any other staff, crew, volunteers and contractors report into relevant people in the team.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
NOTES
Each separate sport or obvious event/activity is treated as a separate sub-event, each with the 4 core roles identified.
The lead of each core team reports into an overall Event Director and each content lead reports into either the Event Director or Director of Sports. For example, the Ceremonies Creative Director would likely report into the Event Director and the Sport or Competition Director of each sport would likely report into the overall Director of Sports.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew, volunteers, contractors and functional areas (event-wide goods or service provider for each sport) report into relevant people in each team.
NOTES
The Producer takes the overall lead, the Artist or a Creative Director leads on all content or creative direction. A Production Lead leads on the physical delivery and production of all requirements along with any stage management, props and costumes etc.. A Logistics or Operations Lead leads on all travel, accommodation, catering, ticketing, hospitality and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew, volunteers and contractors report into relevant people in the team.
NOTES
Each separate location is treated as a separate sub-event, each with the 4 core roles identified. Each location’s Producer or Project Manager reports into the overall Festival or Event Director and each Creative Director/Content Lead/Designer/Artist reports into the overall Creative or Content Director.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person. It may make sense, for example, for one person to curate or book the talent across all the stages and for one Logistics or Operations lead to take care of all travel and accommodation festival-wide. Each role though needs to be clearly identified.
All additional staff, crew, volunteers and contractors report into relevant people in each team.
NOTES
The Exhibition or Event Director takes the overall lead and responsibility. The Content Lead is responsible for the direction and content (exhibitions, events, pavilions etc) at the show or expo. The Production Lead is responsible for the physical delivery of everything – be it your own activity or the guidance and support given to those exhibiting, contributing or participating. The Logistics and Operations director takes the lead on all travel, accommodation, catering, hospitality, ticketing accreditation and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew, contractors and exhibitors report into relevant people in the team.
NOTES
A Project Director or Manager takes the overall lead, a Creative or Content Lead leads on all content or creative direction; if this person isn’t creative, they may need a Creative Director or similar working with them, but someone needs to take the lead for the content. A Production Lead leads on the physical delivery and production of all requirements along with any stage management, props and costumes etc.. This may include overseeing or finding people to oversee construction works in the case of a pavilion or large exhibition. A Logistics or Operations Lead leads on all travel, accommodation, catering, ticketing, hospitality, accreditation and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew and contractors report into relevant people in the team.
NOTES
A Project or Event Director leads on makings sure the demonstration or rally happens – safely, on budget and in line with the events aims. The Content Lead will lead on the demonstration’s purpose or mission. A Production Lead leads on the physical delivery and production of all requirements along with any regulatory requirements. A Logistics or Operations Lead leads on all travel, accommodation, catering, accreditation and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew and contractors report into relevant people in the team.
NOTES
The Producer or Event Director takes the overall lead. A Creative or Content Lead leads on all content or creative direction; if this person isn’t creative, they may need a Creative Director or similar working with them, but someone needs to take the lead for the content. A Production Lead leads on the physical delivery and production of all requirements, deals with all regulatory issues, along with any stage management, props and costumes etc.. A Logistics or Operations Lead leads on all travel, accommodation, catering, ticketing, hospitality, accreditation and similar.
Where practical, one person may be able to take on multiple roles, but the person in each role needs to be identified, even if some roles are taken on by the same person.
All additional staff, crew and contractors report into relevant people in the team.