Event Manager

Added by Michael Stucki about 6 years ago

Event Manager - Volker Graubaum

The responsibilities of the event manager are everything around the organisation for the DevDays, the T3Con and additional official Events.That means that this person searches for the best locations, organizes everything like rooms, food, technical equipement and will be there as a helping contact while the event. Also he or she will organize the speakers and will take care of them, that means also the organisation of flight or train tickets or hotelrooms if needed and give advice and help. Last but not least the event manager will search for sponsors for the event and also take care of them.

The idea is to have one person who coordinates everything and is contact for everybody who is involved in this events. That means efficiently work without lost or double information. Sponsors, speakers and renter will have one official contact person. In this position it will be able to find more sponsors that means that the events will be more profitable and not only be paid of itselves.

Unfortunally it is not possible for the association have an employee in Germany (or other countries outside switzerland). That's why e-net Consulting GmbH & Co. KG is going to find a new employee only for that work. e-net will provide an monthly booking report for the working hours, but is not responsible for holidays or illness of the employee. In average the hourly average rate is 55 €, and a realistic value of 1300 - 1500 hours, so it's much cheaper than a freelancer


Replies (4)

RE: Event Manager - Added by Philipp Gampe about 6 years ago

Isn't this overlapping with the secretary of the T3A? Could you point out the differences of the two jobs?

RE: Event Manager - Added by Ric van Westhreenen about 6 years ago

I know that organising an event like T3CON and Dev Days is a lot of work. I've been co-organising the Dutch TYPO3 Congres for 5 years while also changing the concept. Luckily we only need to fill in one day. However we manage to get an event with 190 visitors, 3 parallel tracks, sponsors etc. This is all done by a team of volunteers and their time is sponsored by the companies they work for. This year we had a team of 7 people, and on the day itself a total of 15. 9 companies where involved with the organisation. So by working together, we shared the workload and responsibilities.

Then there is also the possibility to outsource the event. In the Netherlands there are specialised event-agencies who arrange the event and everything around it. With this budget, I would also find it interesting to see what these agencies can offer.

RE: Event Manager - Added by Volker Graubaum almost 6 years ago

Philipp Gampe wrote:

Isn't this overlapping with the secretary of the T3A? Could you point out the differences of the two jobs?

Hi Philipp,

it isn't overlapping. If you have a look at the job description, the secretary should do everything.
He/She won't have the time to do a good job for the event committee, since wee need someone for the doing not for the thinking. We need the person for take care of all stuff around the events and traveling around if needed.

Only the conference this year has taken about 1500 - 2000 hours organizing, and this wasn't enough. I see a lot of stuff, which has to be done. Of course there are a lot of volunteers, but we had the problem, that these people have to work, when things has to be done. They will stay in the team, but I thing the events should be more professional, and should grow. They are a very important part of the marketing mix.

We have a lot ideas what we like to do, to make the conference (and TYPO3) more public (like inviting blogger from all around europe to the conference, and have some liveblogging in a lot of different countries).

Additional to that, there are a lot of more events, and we should take care, that this events should be at least, coordinated thorugh the committee.

So the workload will grow, and this isn't possible without an event "manager", and since more communication will bring more people to the conference and will bring more sponsors, IMHO this person won't cost money, but bring money.

Greetings Volker

RE: Event Manager - Added by Volker Graubaum almost 6 years ago

Hi Ric,

I know that organising an event like T3CON and Dev Days is a lot of work. I've been co-organising the Dutch TYPO3 Congres for 5 years while also changing the concept. Luckily we only need to fill in one day. However we manage to get an event with 190 visitors, 3 parallel tracks, sponsors etc. This is all done by a team of volunteers and their time is sponsored by the companies they work for. This year we had a team of 7 people, and on the day itself a total of 15. 9 companies where involved with the organisation. So by working together, we shared the workload and responsibilities.

The same here, but as mentioned, this wasn't enough in my opinion AND it was often to late. At least for the conference. Even if the people worked a lot for the conference, they are not able to ensure fix dates, and, as you know, they are not able to answer allways in time. When you think about speaker, we had some speaker who talked with 4 persons, that's ok if you know the people, but not for external speaker from all around the world.
And it's not OK for sponsors. And they bring the money. The same with the visitors.

Then there is also the possibility to outsource the event. In the Netherlands there are specialised event-agencies who arrange the event and everything around it. With this budget, I would also find it interesting to see what these agencies can offer.

We have thought about that, but since we have more than one event, I'm quiet sure we won't get the same stuff for the same amount of money. At least I've talked with a few people, and if we get the conference, we won't get the award and the coordination work done.

Greetings Volker

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