EVT101a
Week 4
Roles and responsibilities
The design team
The design process
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The design process
• RFP (Request for proposal) received from client
• Research the proposal and client
• Initial client meeting
• Creative design and proposal development
• Presentation to client
• Revision, sign off and production
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Event team staff
• Event Director
• Event Producer/Manager
• Production Manager
• Event Administrator
• Event Assistant
• Finance Assistant
• Marketing Manager
• Media Manager
• Site/Venue Manager
• Fundraising/Sponsorship
Manager
• Programme Manager
• Production Designer
• Information Assistants
• Artist/Participant Liaison
• Stage Management
• Production Crew
• Runners
• Volunteer manager
Depending on the type and size of your event (and the
resources available to it), key areas of responsibility may
include:
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Design team roles
• Account executive/manager
• Event or executive producer
• Project manager
• Creative or experience director
• Art director
• Designer
• Detailer
• Video producer and editor
• Copywriter and editor
• Talent coordinator
• Producer
• Specialist
• Technical director
• Production manager
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Account executive/manager
• Sales and customer management role
• Client’s primary point of contact
• Seek out new RFP opportunities and source clients
• Often influence design concepts and decisions based upon their
knowledge of the client
• AE’s are often held responsible for the final win/lose outcome
– Therefore exercise final decision on proposals and design
concepts
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Event or executive producer
• Manages the whole design and development process in a freelance
structure
• Sources client business
• Accomplishes all of the client’s event goals
• Often acts in the creative director role
• Puts together the freelance design team
• Manages planning and implementation process
• Puts together the delivery team, or appoints an Event Director
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Project manager
• Project manages the design team
• Keeps the design team to schedule
• Communicates between account executives and the design team
• Ensures all design objectives are delivered
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Creative or experience director
• Manages the look and feel of the design process
• Ensures that the design reflects the client’s request/desires
• Develops the design strategic direction and plan
• Often presents the creative concepts directly to the client
• Often work on several projects at once
• In a freelance structure this role is often filled by the executive
producer
© Laureate International Universities 2016
Art director
• Typically manages the creative team under the guidance or
instruction of the creative director
• Typically devoted to a single project at a time
• Communicates instructions from the creative director or executive
producer to the design team
• Develops the style guide, look book, palette etc
• Oversees the final (artistic) details of the proposal
• Ensure quality of the final design product before passing it up the
line to the creative director or executive producer
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Designer
• Several specialties exist within the design team
• Primary designer roles are:
– Stage and scenic designer
– Environment designer
– Exhibit designer
• Other design roles
– Graphic/layout artist
– Web designer and developer
– Proposals
– Interactive presentations
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Other roles
• Detailer
– CAD draftperson.
– Dovetails with fabrication
• Video producer and editor
– Develops video concepts
– Creates highlights and media packages
• Copywriter and copy editor
– Ensure text is intelligible and grammatically correct
– Often left vacant in current practice
• Talent coordinator
– Manages talent options and availability
– Often left vacant or done by external booking agencies
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Other roles continued
• Producer
– Manages a particular department on the event floor
• Exhibit floor manager
• Show producer (Keynote and plenary producer)
• Breakout rooms manager
• Has overall authority for their department once the event begins.
• Manages the second by second flow of their department
• Report to the creative director or the executive producer
• Production manager
– Responsible for taking design and production plans and
implementing them.
– Has authority up to the point that the event begins, then hands over
to the producer.
– Typically manages on site labour
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Other roles continued
• Technical director
– Communications bridge between scenic and environment designers and
fabricators/manufacturers
– Specialist expertise
• Lighting director
• Sound director
• Special effects direct and so on
• Specialist
– Specialist knowledge required by the event
– Could be anything
• Rigging
• Lighting
• Sound
• SFX
• Video
• Fabrication and installation
© Laureate International Universities 2016
Stage roles
• Executive director – manages the whole venue or site
• Artistic director – manager responsible for directing the show,
selecting the talent and provides artistic direction
• Technical director – manager in charge of all aspects of the technical
production – sound, lighting, effects
• Producer – manages the finances, arranges the venue and
manages the team
• Promoter – markets the event
• Stage manager – manages rehearsals and performances, manages
and coordinates the performers
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