The event director or coordinator is the overall leader of the organizing committee.
They oversee the entire planning
Marketing and Sponsorship and
Communications Manager Partnerships Manager
This team member is responsible
for creating and implementing
the marketing and promotional
strategies for the bar show. They
handle social media, email
marketing, advertising, press
releases, and public relations
efforts.
Strategic Planning: 1) Develop a comprehensive
marketing strategy aligned with the overall goals
of the Tirana Bar Show. 2) Collaborate with the
organizing committee to understand key
messages, target audience, and event objectives.
Social Media Management: 1)Create and manage Prospecting and Acquisition: 1)Conduct research Speaker Management: 1)Identify and reach out
social media accounts for the bar show on
platforms like Facebook, Instagram, Twitter, etc.
2)Develop engaging content to promote the
event, including updates, behind-the-scenes
glimpses, and interactive posts. 3)Utilize social
media advertising to reach a broader audience.
Email Marketing: 1)Build and maintain an email
list for targeted communication. 2)Design and
send regular newsletters and updates to keep
attendees, sponsors, and partners informed about outline deliverables, benefits, and expectations in
the event. 3)Use email marketing for special
promotions, early bird tickets, or exclusive offers.
Advertising Campaigns: 1)Plan and execute
advertising campaigns across various channels
(online and offline) to maximize event visibility.
2)Collaborate with designers and copywriters to
create compelling ad content.
sponsorship.
Press Releases and Media Relations: 1)Write and Branding and Promotion: 1)Collaborate with
distribute press releases to local and industry-
specific media outlets. 2)Establish relationships
with journalists and influencers to secure media
coverage. 3)Coordinate interviews and media
appearances for key organizers or participants.
Public Relations: 1) Develop and maintain
positive relationships with sponsors, partners, and operations team to ensure that sponsors and
stakeholders. 2) Address any public relations
issues promptly and professionally. 3)Leverage
positive stories and testimonials to enhance the
event's reputation.
Analytics and Reporting: 1)Monitor and analyze
the performance of marketing efforts using
analytics tools. 2)Provide regular reports to the
organizing committee, highlighting key metrics
and areas for improvement. 3)Use data to make
informed decisions and adjustments to the
marketing strategy.
Collaboration: 1)Work closely with other teams,
such as event coordinators, sponsorship, and
operations, to ensure a cohesive and integrated
approach. 2)Attend planning meetings and
contribute insights to enhance the overall event
experience.
This individual is in charge of
securing sponsors, exhibitors,
and partners for the bar show.
They negotiate agreements,
manage relationships with
sponsors, and ensure that their
branding and promotional needs
are met.
Strategic Planning: 1)Develop a comprehensive
sponsorship strategy aligned with the overall goals organizing committee to define the seminar and
of the Tirana Bar Show. 2)Identify potential
sponsors and partners based on their relevance to
the event and target audience.
accommodates different topics and skill levels
to identify potential sponsors and partners.
2)Reach out to businesses, brands, and
organizations that align with the theme and goals mixologists, and educators to secure their
of the bar show. 3) Develop compelling
sponsorship packages that offer value to potential guidelines, and logistical details to speakers.
sponsors.
Negotiation and Agreements: 1) Negotiate
sponsorship agreements, ensuring that terms are
mutually beneficial for both parties. 2)Clearly
formal sponsorship contracts. 3)Work with legal
advisors if necessary to ensure all agreements are
compliant and protective of both parties'
Relationship Management: 1)Cultivate and
maintain positive relationships with sponsors and
partners. 2)Act as the main point of contact for
sponsors, addressing their needs, inquiries, and
concerns. 3)Provide regular updates and reports to that necessary equipment, presentation materials, agreements with vendors to ensure cost-
sponsors on the impact and results of their
sponsors to integrate their branding effectively
into the bar show's promotional materials,
signage, and online presence. 2)Ensure sponsors
receive the agreed-upon visibility and exposure
before, during, and after the event. 3)Work with
the Marketing and Communications Manager to website, to generate interest.
Logistics and Operations: 1)Collaborate with the Attendee Engagement: 1)Foster a participatory
exhibitors have a smooth experience during the
event. 2)Coordinate logistics such as booth
setups, signage, and any specific requirements
outlined in the sponsorship agreements.
Budget Management: 1)Work with the finance
team to manage the sponsorship budget
effectively. 2)Track expenses related to sponsor
benefits and ensure that the event remains within 2)Collect feedback on content, presentation style, setup instructions, event schedules, and contact
budget.
Post-Event Evaluation: 1)Conduct post-event
evaluations with sponsors to gather feedback and
assess the success of the sponsorship. 2)Identify
areas for improvement and make
recommendations for future events.
Community Engagement: 1)Explore
opportunities for sponsors and partners to engage
with the local community or industry through the
event. 2)Foster relationships that extend beyond
the event, creating long-term partnerships.
Seminar and Workshop Exhibitor and Logistics
Coordinator Manager
This role involves organizing the The exhibitor and logistics
seminar program and manager is responsible for
educational workshops for the coordinating with exhibitors,
bar show. The coordinator liaises vendors, and suppliers. They
with speakers, arranges manage booth assignments,
schedules, and ensures that the ensure proper setup, handle
content aligns with the event's logistics, and oversee event
theme and objectives. equipment and infrastructure.
Program Development: 1)Collaborate with the Exhibitor Coordination: 1)Communicate with
exhibitors to gather information on their specific
workshop objectives and themes. 2)Research requirements, booth preferences, and promotional comprehensive budget for the bar show, including considering factors such as capacity, accessibility, with the needs of the bar show.2)Customize
current trends, industry topics, and relevant needs.2)Allocate booth spaces based on exhibitor
subjects to create a diverse and compelling preferences, sponsorships, and logistical
program. 3)Develop a schedule that considerations.3)Provide exhibitors with detailed
information about setup and breakdown
Logistics Planning:1)Develop a comprehensive
to potential speakers, presenters, and workshop logistics plan for the event, including load-in and
facilitators. 2)Coordinate with industry experts, load-out schedules, parking arrangements, and
security measures.2)Coordinate with the venue
participation. 3)Communicate expectations, and external logistics providers to ensure smooth
transportation and delivery of exhibitors' materials date financial records.
and equipment.
Content Curation: 1)Review and curate Booth Setup and Design:1)Work with exhibitors
presentation materials, ensuring they align with to understand their booth design and setup
the overall theme and goals of the bar show. requirements.2)Collaborate with the operations
2)Work with speakers to refine their content and team and decorators to ensure that booth spaces
ensure it is engaging, informative, and relevant. are set up according to exhibitors'
3)Ensure a variety of topics and formats to cater to specifications.3)Oversee the installation of
the diverse interests and expertise of attendees. signage, displays, and promotional materials.
Logistics and Scheduling: 1)Develop a detailed Vendor and Supplier Management:1)Identify
schedule for seminars and workshops, taking into and secure vendors and suppliers for event-related vendors, exhibitors, and service providers in a
account different time slots and venues. services, such as booth construction, electrical,
2)Coordinate with the operations team to ensure plumbing, and catering.2)Negotiate contracts and with purchase orders and contracts to ensure
and spaces are available. 3)Communicate effectiveness and compliance with event
schedules and logistical details to speakers and requirements.
Promotion and Marketing: 1)Collaborate with Equipment and Infrastructure
the Marketing and Communications Manager to Oversight:1)Coordinate the rental and setup of
promote the seminar program. 2)Highlight key event equipment, including audio-visual systems,
speakers, topics, and educational benefits to lighting, and other technical
attract attendees. 3)Utilize various channels, requirements.2)Conduct regular inspections to
including social media, newsletters, and the event ensure that all equipment is in working order and
meets safety standards.3)Troubleshoot any
On-Site Coordination:1)Manage on-site logistics
and interactive environment during seminars and during the event, overseeing the smooth flow of
workshops. 2)Implement strategies to encourage exhibitor setup, event operations, and
audience engagement, such as Q&A sessions, breakdown.2)Act as the main point of contact for
panel discussions, or hands-on activities. 3) Gather exhibitors and vendors, addressing any concerns or address any legal or regulatory issues.
feedback from attendees to continually improve last-minute adjustments.3)Ensure that all safety
the educational component. and regulatory guidelines are followed.
Evaluation and Improvement: 1) Conduct post- Communication and Information
event evaluations with speakers and attendees to Dissemination:1)Provide exhibitors with
assess the success of each seminar and workshop. comprehensive information packets, including
and overall satisfaction. 3)Use insights gained to details.2)Maintain regular communication with
make improvements for future events. exhibitors to address queries, changes, or
additional requirements.
Collaboration with Sponsors: 1)Work with the Post-Event Evaluation:1)Conduct a thorough
Sponsorship and Partnerships Manager to explore evaluation of the logistics and exhibitor
opportunities for sponsors to be involved in the coordination aspects after the event.2)Gather
seminar program. 2)Ensure that sponsors receive feedback from exhibitors and vendors to identify
visibility and recognition during relevant sessions. areas for improvement.3)Document lessons
learned and create recommendations for future
events.
Collaboration with Other Teams:1)Work closely
with the marketing, sponsorship, and seminar
coordination teams to ensure a cohesive and
integrated event experience.2)Collaborate with
the Seminar and Workshop Coordinator to
facilitate any logistical needs for educational
sessions.
Event Director
Finance and Budgeting
Specialist
This team member manages the
event budget, tracks expenses,
and ensures that financial
resources are allocated
efficiently. They handle vendor
payments, ticketing, and
financial reporting.
Budget Development: 1)Collaborate with the
organizing committee to develop a
revenue projections and expense estimates.
2)Allocate financial resources based on priorities,
ensuring that all aspects of the event are
adequately funded.
Expense Tracking: 1)Monitor and track all
expenses related to the bar show, including vendor logistical plan for the event, outlining key
payments, venue costs, marketing expenses, and
logistical expenditures. 2)Implement a robust
tracking system to maintain accurate and up-to-
Financial Reporting: 1)Generate regular financial
reports to provide the organizing committee with
a clear overview of the event's financial status.
2)Present financial reports at planning meetings,
highlighting key metrics, variances, and areas of
concern. 3)Provide transparency regarding the
allocation of funds and adherence to the budget.
Vendor Payments: 1)Process payments to
timely manner. 2)Verify and reconcile invoices
accuracy. 3)Negotiate payment terms when
necessary and manage payment schedules.
Ticketing and Revenue Management: 1)Oversee Security and Safety:1)Collaborate with venue
the ticketing process, including pricing strategies, security personnel to implement a comprehensive implement an efficient check-in process for
sales channels, and promotions. 2)Coordinate
with the Marketing and Communications Manager protocols are communicated and adhered to,
to implement effective ticketing campaigns.
3)Monitor ticket sales and revenue streams to
identify trends and areas for improvement.
Financial Compliance: 1)Ensure compliance with
financial regulations, tax obligations, and any legal during the event, including load-in and load-out
requirements related to event finances. 2)Work
with legal advisors or financial consultants to
Risk Management: 1)Identify potential financial
risks and develop strategies to mitigate them.
2)Establish contingency plans to address
unforeseen financial challenges or emergencies.
Forecasting and Analysis: 1)Conduct financial
forecasting to predict future revenue and
expenses. 2)Perform financial analysis to identify
cost-saving opportunities and areas for increased
revenue.
Collaboration with Sponsors and Partners:
1)Collaborate with the Sponsorship and
Partnerships Manager to ensure that sponsor
contributions are accurately recorded and
acknowledged. 2)Work with sponsors to fulfill any adhere to the established timeline.
financial commitments outlined in sponsorship
agreements.
Post-Event Financial Evaluation: 1)Conduct a
comprehensive financial evaluation after the
event, comparing actual expenses and revenues
with the budget. 2)Document lessons learned and team members, vendors, and other stakeholders
provide recommendations for financial
improvements in future events.
Venue and Operations
Coordinator
The venue and operations
coordinator works closely with
the chosen venue to manage
event logistics, including space
arrangements, technical
requirements, security, and
onsite operations.
Venue Selection and Liaison: 1)Assist in the
selection of an appropriate venue for the bar show, an efficient online registration system that aligns
and facilities.2)Establish a strong working
relationship with the venue management team to information, including contact details and
facilitate effective communication and
collaboration.
Logistical Planning:1)Develop a comprehensive
timelines, load-in and load-out schedules, and
overall event flow.2)Coordinate with other teams, attendance and revenue.2)Collaborate with the
such as exhibitors, sponsors, and seminar
organizers, to ensure seamless integration of
various components.
Space Arrangements:1)Collaborate with the
exhibitor and seminar coordination teams to plan
and allocate spaces within the venue
effectively.2)Oversee the layout of booths,
seminar rooms, lounges, and other areas to
optimize attendee experience and traffic flow.
Technical Requirements:1)Work closely with the Attendee Communication:1)Establish and
technical team to ensure that all audio-visual,
lighting, and sound equipment meet the technical attendees throughout the registration
specifications required for the event.2)Coordinate process.2)Respond promptly to attendee
technical rehearsals and troubleshoot any issues
during setup or the event.
security plan for the bar show.2)Ensure that safety attendees on the day(s) of the event.2)Coordinate responsibilities.2)Ensure that there is adequate
including emergency procedures and evacuation
plans.
Onsite Operations:1)Oversee onsite operations
procedures, exhibitor setup, and overall event
management.2)Act as the main point of contact
for any operational issues, troubleshooting and
resolving them promptly.
Vendor Coordination:1)Coordinate with vendors
providing services such as catering, cleaning, and
equipment rentals.2)Ensure that vendors are
aware of event timelines, requirements, and
adhere to agreed-upon terms and conditions.
Staff and Volunteer Management:1)Recruit,
train, and manage a team of event staff and
volunteers to assist with various operational
tasks.2)Clearly communicate roles and
responsibilities to the team and ensure they are
well-equipped to handle their duties.
ensure seamless integration of registration
Timeline Management:1)Develop and maintain a Troubleshooting and Support:1)Provide onsite
detailed timeline for all event-related
activities.2)Ensure that all teams, including
exhibitors, sponsors, and seminar organizers,
Post-Event Evaluation:1)Conduct a thorough
evaluation of venue logistics and overall event
operations after the show.2)Gather feedback from gathering feedback from attendees and team
to identify areas for improvement.
Budget Oversight:1)Work closely with the
Finance and Budgeting Specialist to ensure that
venue-related expenses are within the allocated
budget.2)Monitor and manage costs related to
venue logistics and operations.
process, ensure that tasks are delegated, and make critical decisions to ensure the success of the bar show.
Registration and Ticketing
Volunteer Coordinator
Coordinator
This role involves setting up and
managing the online registration
and ticketing system for
attendees. The coordinator
handles ticket sales, attendee
inquiries, and check-in processes
during the event.
Online Registration System:1)Select and set up
registration forms to collect necessary attendee
preferences.
Ticketing Strategies:1)Develop ticketing
strategies, including pricing tiers, early bird
promotions, and special packages to maximize
Marketing and Communications Manager to
create promotional campaigns to drive ticket
sales.
Sales and Payment Processing:1)Oversee the
ticket sales process, ensuring a seamless and
secure online payment system.2)Monitor sales
analytics and generate regular reports for the
organizing committee to assess the effectiveness
of various ticketing strategies.
maintain clear communication channels with
inquiries, providing information about ticket
options, event details, and logistics.
messaging platform.
Check-In and Onsite Registration:1)Develop and Schedule Management:1)Create a detailed
with venue staff and security to ensure a smooth
and secure entry process.3)Manage onsite
registration for any attendees who did not register unexpected situations, such as volunteer no-
in advance.
Badge Printing and Distribution:1)Organize the
design and printing of event badges for registered supervision during the event to address any
attendees.2)Coordinate the distribution of badges questions, concerns, or emergencies.2)Serve as
during the check-in process, ensuring accuracy and the main point of contact for volunteers, ensuring appeal.2)Coordinate with other teams, such as the coverage.2)Review insurance policies to confirm
efficiency.
Data Management:1)Maintain a secure and
organized database of registered
attendees.2)Ensure data accuracy and privacy
compliance, and regularly update attendee
information as needed.
Collaboration with Other Teams:1)Work closely
with the Marketing and Communications Manager feedback sessions to gather input from
to align registration and ticketing efforts with
promotional campaigns.2)Coordinate with the
Seminar and Workshop Coordinator, Exhibitor and identify areas for improvement.3)Provide
Logistics Manager, and other team members to
support during the event to address any
registration-related issues.2)Collaborate with the
operations team to troubleshoot and resolve any
technical or logistical challenges related to
attendee check-in.
Post-Event Analysis:1)Conduct a post-event
analysis of the registration and ticketing process,
members.2)Provide insights and
recommendations for improving the registration
and ticketing experience for future events.
Accessibility and Inclusivity:1)Implement
strategies to make the registration process
accessible to a diverse audience.2)Address any
special requirements or accommodations for
attendees with specific needs.
If volunteers are involved, the
volunteer coordinator recruits,
trains, and manages volunteers
who assist during the bar show.
They ensure that volunteers are
assigned to appropriate roles
and have the necessary
information.
Recruitment:1)Develop a recruitment strategy to Branding Strategy:1)Develop a comprehensive
attract a diverse and skilled group of
volunteers.2)Advertise volunteer opportunities
through various channels, including social media,
local organizations, and community
groups.3)Review applications and conduct
interviews to assess volunteers' skills, interests,
Training and Onboarding:1)Develop a
comprehensive training program to orient
volunteers about the bar show, its goals, and their consistently used across all promotional
specific roles.2)Provide training sessions on event
logistics, safety protocols, and customer service
expectations.3)Create training materials and
resources for ongoing reference.
Role Assignment:1)Match volunteers with
appropriate roles based on their skills, interests,
and the needs of the event.2)Ensure that each
volunteer understands their responsibilities and is
comfortable with their assigned tasks.3)Consider
diverse strengths and expertise when making
assignments to maximize the impact of each
Communication:1)Maintain regular
communication with volunteers leading up to and materials such as posters, flyers, banners, and
during the event.2)Provide clear instructions,
updates, and any changes in the schedule or
logistics.3)Establish an efficient communication
system, such as a dedicated email group or
schedule for volunteer shifts, breaks, and
coverage for all necessary tasks throughout the
event.3)Develop contingency plans for
shows.
Supervision and Support:1)Provide on-site
they feel supported and valued.3)Offer guidance
and encouragement to boost volunteer morale.
Recognition and Appreciation:1)Implement a
recognition program to appreciate and
acknowledge the efforts of volunteers.2)Provide
certificates, letters of recommendation, or other
forms of recognition for outstanding
contributions.3)Host a thank-you event or social
gathering to express gratitude and build a sense of
Feedback and Evaluation:1)Conduct post-event Merchandise Design:1)Design merchandise such
volunteers.2)Use feedback to assess the
effectiveness of the volunteer program and
constructive feedback to volunteers for their
personal and professional development.
Collaboration with Other Teams:1)Work closely
with other coordinators, such as the Venue and
Operations Coordinator and the Registration and
Ticketing Coordinator, to ensure that volunteers
are integrated seamlessly into the overall event
plan.2)Collaborate with the Seminar and
Workshop Coordinator to facilitate any volunteer
Emergency Response Planning:1)Develop and
communicate emergency response protocols to
volunteers.2)Ensure that volunteers are aware of
safety measures and know how to respond to
various situations.3)Coordinate with venue
security and first aid personnel to handle
emergencies effectively.
Design and Creative Team
The design and creative team
handles the visual aspects of the
bar show, including branding,
website design, promotional
materials, signage, and
multimedia content.
branding strategy that aligns with the theme and
objectives of the bar show.2)Create a unique and
memorable visual identity that reflects the
essence of the event.
Logo and Visual Elements:1)Design the official
logo and select visual elements that will be
materials.2)Ensure that the logo and visual
elements are versatile and can be adapted to
various formats and sizes.
Website Design:1)Design and maintain an
engaging and user-friendly event
website.2)Ensure that the website provides
essential information about the bar show,
including schedules, speakers, exhibitors, and
ticketing.
Promotional Materials:1)Create promotional
digital ads.2)Develop a consistent visual theme
across all materials to enhance brand
recognition.3)Collaborate with the Marketing and potential legal challenges.
Communications Manager to ensure alignment
with the overall marketing strategy.
Signage and Wayfinding:1)Design event signage, Intellectual Property Protection:1)Advise on the
including directional signs, banners, and booth
markers.2)Ensure that signage is clear,
informative, and contributes to a positive
attendee experience.3)Collaborate with the Venue and materials do not infringe on existing
and Operations Coordinator to plan the placement intellectual property rights.
of signage for optimal visibility.
Multimedia Content:1)Develop multimedia
content, including videos, animations, and
presentations, to enhance the event's visual
Seminar and Workshop Coordinator, to create
visually engaging materials for educational
sessions.
Social Media Graphics:1)Design graphics for
social media platforms to promote the bar show
and engage with the audience.2)Create visually
compelling posts, stories, and other content to
generate excitement and interest.
as T-shirts, tote bags, or other promotional items
to enhance the visibility of the bar show.2)Ensure
that merchandise aligns with the overall branding
strategy.
Photography and Videography
Coordination:1)Coordinate with photographers
and videographers to capture high-quality images disagreements or legal issues during the planning
and videos during the event.2)Ensure that visual
content is consistent with the established brand
and can be used for future promotional efforts.
Print Production Management:1)Collaborate
with print vendors to ensure the quality
production of promotional materials.2)Manage
the printing process, including selecting
paper/materials, approving proofs, and overseeing into account in emergency situations, such as
the final product.
Accessibility and Inclusivity in
Design:1)Implement design practices that
prioritize accessibility, ensuring that visual
content is inclusive and can be easily understood
by a diverse audience.2)Consider diverse
perspectives and cultural sensitivities in design
decisions. Documentation:1)Compile and
Post-Event
organize visual assets created for the
event.2)Create a visual recap or report showcasing aspects of the event.2)Provide a post-event legal
the design elements and their impact on the
overall success of the Tirana Bar Show.
Legal and Compliance
Advisor
Depending on the event's
complexity, a legal and
compliance advisor may be
involved to ensure that all
necessary permits, licenses, and
contracts are obtained and that
the event adheres to local
regulations.
Regulatory Compliance:1)Stay informed about
local, regional, and national regulations that may
impact the planning and execution of the bar
show.2)Conduct a thorough review to ensure the
event complies with all applicable laws, permits,
and licensing requirements.
Permit Acquisition:1)Identify and obtain the
necessary permits and licenses required for
organizing and hosting the bar show.2)Liaise with
local authorities and regulatory bodies to secure
approvals for the event.
Contract Review and Negotiation:1)Review and
negotiate contracts with vendors, sponsors,
exhibitors, and other stakeholders to ensure legal
compliance and protect the interests of the
event.2)Advise the organizing committee on legal
implications and risks associated with contractual
agreements.
Risk Management:1)Identify potential legal risks
and liabilities associated with the event.2)Develop
strategies to mitigate legal risks and ensure that
the organizing committee is aware of any
protection of intellectual property, including
trademarks, copyrights, and patents associated
with the event.2)Ensure that the event's branding
Insurance Oversight:1)Collaborate with the
Finance and Budgeting Specialist to ensure that
the event has appropriate insurance
they adequately protect against potential
liabilities.
Data Protection and Privacy:1)Advise on data
protection and privacy laws relevant to the
collection and handling of attendee
information.1)Implement strategies to ensure
compliance with data protection regulations.
Vendor and Sponsor Compliance:1)Ensure that
vendors and sponsors adhere to contractual
obligations and comply with relevant legal
requirements.1)Establish a process for vetting
vendors and sponsors from a legal and compliance
perspective.
Dispute Resolution:1)Provide guidance on
dispute resolution mechanisms in case of
or execution of the event.2)Work towards
amicable resolutions whenever possible to avoid
legal escalation.
Emergency and Contingency
Planning:1)Collaborate with other teams to
develop emergency response and contingency
plans.2)Ensure that legal considerations are taken
cancellations or force majeure events.
Accessibility Compliance:1)Advise on
accessibility requirements and ensure that the
event complies with accessibility standards,
making it inclusive for all attendees.
Post-Event Documentation:1)Compile
documentation related to legal and compliance
report, including any lessons learned or
recommendations for future events.