Dividing Tasks in an Event Team With One Simple Table
Give a task checklist to each of your workers and define their job description. In this case, you can check at any moment which stages of the tasks they have accomplished.
Don't go too far in task division. Instead, assign the tasks to people who can properly handle them, unless these tasks need to happen at different times. Otherwise, don't assign more than one or two tasks to each of these individuals because it increases human error, resulting in some lasting problems.
Before the event, have multiple meetings with the event coordinating team for task division. Some team members should be doing research, and some others should be in charge of following up the collaboration with the suppliers.
To divide the tasks among the team members, prepare a table and write in a column the name of the person in charge for each task and the precise time. For example, "David" is responsible for coordinating and managing the press conference, and the conference is scheduled for May 5 at 3 p.m. Write in the table the name of suppliers and service providers such as the cameraman, the decorator, and so on after they are finally selected.
Anyone can write the information on a piece of paper or a whiteboard based on one's circumstances. The manager must be able to review all the information by taking a look at the table. Therefore, not all the details are mentioned.
My own table has these columns: name, position, job description, date of action, and coordinator. For example, a member of venue procurement management handles the seating arrangement before the event under the hall director; a security guard controls entry and exit points on the day of the event under the security director; a sound recordist tests the equipment on the day of the event; and the host introduces the event's plans under the event manager.
I design this table in Excel software and it greatly facilitates the process. I can email it to myself, always have it with me, and update it if necessary.
Keep in your database the information that different people have gathered for the event during their collaboration with you.