... RACI Matrix – A great method to use to keep track of task responsibility … •    Be pleasant; at times you may feel frustrated and overwhelmed with demands from your client. Typically this occurs for corporate clients, and sometimes the company will take care of booking the speakers while other times it will be your responsibility. Our RACI chart example holds up throughout a project and helps you keep track of roles efficiently. By paying attention to timelines, details and staying organized, your events should flow smoothly and you will be able to stay on track to secure a long standing career as an event planner. The great thing about having the distinction between Consulted and Informed is that you can separate those involved in feedback, and those that are only updated on progress on the task. Event planners are hired to plan all of the details of corporate events, trade shows, conventions, charity events, seminars, etc. The first major advantage of taking a RACI approach to event planning is that it specifies who is (and isn’t) responsible for what, helping to stop details getting missed, or … Think about where the producers of work should be responsible i.e. There you have your RACI chart. You will need to know the projected head count of the event and what venues will be able to accommodate the size and requirements of the client. As soon as you finish researching appropriate vendors I recommend you reach out to them. It can also help eliminate confusion by knowing who is ultimately accountable for a task’s completion.
She has over 14 years’ experience working in agencies, moving through the ranks from her early days in account management before seeing the light, and realising her true calling for project management. Try to keep this as lean as possible to avoid unwieldy feedback, and time-consuming discussions. However, if there are multiple people filling one role, and tasks don’t overlap too much it might be best to use names. Suze has managed projects for clients like the BBC, WaterAid, Channel 4, Esso, Lipton Tea, SEAT and Mozilla, to name just a few. To avoid creating the biggest RACI in the world, I kept this chart to mainly client-side stakeholders with the agency holding one role, as we had a small team on our side. Contact each vendor prior to the event to confirm their duties and insist that they arrive early. Taking RACI further, the advocators of the CARS model say that it eliminates unnecessary information that the RACI provides.

As I said, my preference is to use names to clearly assign responsibility. The sooner you book them the less chance for mix-ups and overlapping dates. Step 3: assign the RACI to each role and task. Doing so will show off your talents to your client, and the guests who are attending the event.
When you activate a task or deliverable, refer back to the RACI and align on who is responsible for what. How to create a RACI chart. I like the simplification of this one, as it keeps the terms to Responsible, Approve, and Support. To consent for cookies to be used, click accept. Are there any other versions you use that you simply love (or hate!) Adapt our RACI chart example to your needs.

A RACI chart should be referred to and used throughout the project to keep track of which team members are responsible, accountable, consulting, and informed on tasks and deliverables. There is a distinction between a role and individually identified people: a role is a descriptor of an associated set of tasks; may be performed by many people; and one person can perform many roles. The first major advantage of taking a RACI approach to event planning is that it specifies who is (and isn’t) responsible for what, helping to stop details getting missed, or … You will want to provide all vendors and contributors with an itinerary so they are familiar with the flow of the event. Roles are more frequently used when a single person is filling multiple roles. I’m going to go through a few of the other types of RACI charts, and why they might be used instead. Step 1: Identify project roles. This category only includes cookies that ensures basic functionalities and security features of the website.