Food Group: The food team is responsible for all aspects of food and beverages at the party. This includes organizing cooks or catering, organizing additional help needed, deciding how many tables, chairs, tablecloths, etc. are needed, and how many garbage cans are needed. They are also responsible for making the food area flow well.
Activities Group: The activities team is responsible for any and all activities at the event. This includes organizing the speaker list (including any electronics needed for the speakers such as a PA system or electronic presentations), break-out sessions, sports or related activities, kids’ activities, etc. They are responsible for creating the timeframe for all activities and during the day of the event, making sure all activities adhere to the schedule. They are also responsible for securing any help needed for the activities. They may even want to find people to spearhead each event to help them manage it better.
Door Prize Group: Everyone loves door prizes, so why not have a few people focus on either purchasing or asking for donated goods to make the event great. It is a good idea to find prizes that fit the theme of the event. For instance, if you are throwing a graduation party, a free resume service, gift certificates to home décor stores and calling cards may be a good choice. This group should brainstorm what to get and how to get it.
Logistics Group: The logistics group is responsible for any details concerning the location and arrangement. They will fill out any paperwork concerning the booking of the location, check about insurance, security and zoning restrictions, as well as oversee the securing of any materials – trash cans, tables, chairs and other related equipment. All subgroups should submit materials needed to this group in order to have one group dealing with the big picture. The other groups may be asked to help bring the equipment to the event, but one group should be wholly responsible for the management of needs.