What Are the 3 Most Underrated Event Staff Roles?
(And Why You Need Them at Every Event)
Whether you're planning a corporate event, a product launch, or a large-scale brand activation, success doesn't just rely on planning — it depends on strong day-of execution. Here are three essential roles that keep live events from falling apart — plus exactly what they do, when they’re most useful, and why you shouldn’t run an event without them.
1. Event Operations Manager
What They Do:
An Event Operations Manager oversees the physical setup, timeline execution, vendor coordination, and compliance with venue requirements. They manage logistics before, during, and after the event — from load-in to load-out.
When They’re Needed:
At any event with multiple vendors, equipment deliveries, rentals, setup crews, or timed installations. Especially critical for conferences, brand activations, trade shows, festivals, and corporate events.
How They’re Most Useful:
Keeping vendors on schedule
Preventing congestion during setup
Handling permits, power access, and venue rules
Solving real-time issues that impact flow (delays, rerouting, miscommunication)
Why They Matter:
Without a dedicated Event Operations Manager, your event can run late, go off-schedule, or result in vendor conflicts and disorganization. This role keeps the event engine running — they’re the operational backbone of your production.
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2. Stage Manager (or Floor Manager)
What They Do:
The Stage Manager runs the flow of the program — calling cues, coordinating talent, and managing the stage area. They are responsible for transitions, speaker readiness, timing, and immediate problem-solving during live programming.
When They’re Needed:
At events with a stage, live entertainment, panel discussions, timed presentations, or a show flow. Examples include award shows, conferences, galas, or festivals.
How They’re Most Useful:
Cueing talent and speakers
Coordinating transitions between agenda items
Managing backstage areas and green rooms
Reacting instantly to AV or timing issues
Why They Matter:
Without a Stage Manager, transitions are clunky, timing gets thrown off, and the audience experience suffers. They ensure your program runs smoothly, looks professional, and stays on schedule.
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3. Event Communications Lead (or Show Caller)
What They Do:
This person is responsible for live, real-time communication across all departments. They’re on radio or headset keeping vendors, tech crews, and staff aligned. In AV-heavy productions, they serve as the Show Caller, giving timed cues for lights, sound, and stage activity.
When They’re Needed:
At any event where multiple teams need to work in sync — especially where there are AV cues, talent transitions, catering shifts, or production timelines to follow.
How They’re Most Useful:
Giving start and end cues for program elements
Alerting departments of real-time changes
Communicating with AV teams, floor managers, and operations
Acting as the central voice between producer and execution teams
Why They Matter:
Poor communication is one of the top reasons events go off-track. The Communications Lead prevents confusion, missed cues, and downtime. They’re the real-time command center of your event.
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Final Thoughts
While these roles may not be front-and-center, they’re the difference between a smooth, professional event and one that feels disorganized or rushed. If you want your event to succeed — especially at scale — you can’t afford to skip:
An Event Operations Manager to manage logistics
A Stage Manager to run the show
A Communications Lead to keep everyone connected
Together, they keep the wheels turning, the crowd happy, and the client stress-free.
