We’ve all heard the old phrase “two heads are better than one”! And it still rings true today. Planning a large conference or company event is a huge task to take on and will almost always need more than one person planning. So, how do you implement that in an organized way?

Introducing… committees.

Committees are appointed for a specific function and can help your daunting task list become more segmented and task-specific. Planning an event goes much more smoothly with a proper team in place and this basic framework can be applied to any kind of event, no matter the size or budget.

Types of Committees

Let’s start with the basics when it comes to the types of committees needed. Where do you begin? You’re going to need a few types of teams such as the following:

1) Administration committee. This team will handle the logistical and larger details such as budget, venue, catering, attendance, etc. These will be the go-to’s for all of the smaller committees that are about to be formed and will be making most of the large-item decisions. They will set up the sub-committee meetings and make sure that at least one of them are in each meeting to ensure the conference or event is heading in the right direction.

A few committee duties:

  • Maintaining event budget
  • Finding a venue location
  • Locking down catering
  • Overseeing each committee and their meetings
  • Securing entertainment, speakers, and topics
  • Building out a detailed schedule of event
  • Seating and classroom arrangements

2) Next, you’re going to need a sales and promotions committee whose goal is to sell, sell, sell that amazing event your planning. How are they going to get those attendees to register? We suggest making the registration process fun and creative.

A few committee duties:

  • Developing internal employee interest in the event
  • Curating an internal employee “push program” and incentives
  • Mentioning the event to customers or prospects face-to-face
  • Creating social media “sales pitches” for event
  • Developing sponsorship levels and securing sponsorship

3) You’ll definitely need a creative committee. The in-house ideates, media implementers, attendee engagement whiz’s. This team will be focused on building the brand and keeping it consistent through every aspect of the event. These creatives should have a good understanding of the theme and goals of the event since they will be heavily controlling the design throughout the entire event, after all.

A few committee duties:

  • Event logo design
  • Developing presentation templates for speakers
  • Creating handouts and on-site printed collateral
  • Social media – engagement and posts
  • Creating and updating website and event app
  • Creating the venue map and onsite signage
  • Designing swag

4) Attendee engagement committee. The sole purpose of hosting your event? For the attendees, of course! This committee will solely be developed for designing the attendee experience. And experience is huge these days!

A few committee duties:

  • Developing networking opportunities
  • Planning a kick-off celebration event for attendees to meet and mingle with other attendees
  • Curate unique ice-breakers 
  • Design sponsor engagement with attendees through fun “stations”

All this to say, event planning is not a joke! There is a lot that goes into the event as a whole. When you begin to dissect every piece that goes into planning, you’ll soon see that committees are a necessity. You can’t do it alone! Which is why an event planning software like ePly can help.

Planning an event and not sure where to start? Check out ePly’s guide: 6 Steps to Event Planning.