Event Planning - Staffing
- Sean Spence
- Dec 2, 2024
- 4 min read
In most cases, the caterer or event venue manages the majority of staffing. However, consider a scenario where you must manage nearly everything except food preparation. This perspective can help you make more informed decisions about which tasks can be delegated.
Firstly, consider your event and identify all the areas where staff will be required. Here are some possibilities:
Door/Registration
This is a staff category that can be risky. Many times, inexperienced event planners assume, "How difficult can it be to register people for the event?" or "How challenging can it be to manage the entrance?" In reality, this is one of the most crucial roles at any event and is very easy to mishandle.
If attendees are required to sign in at the event, you should have a minimum of one staff member for every 50 participants.
Parking
Clearly describe how you want the parking process to function. Go out to the parking lot and demonstrate it to them.
Coat Check
If the facility lacks them, visit a party store to obtain coat tickets that can be used to pair coats with their owners.
Wait Staff / Food Service
Training and written instructions are crucial in this context. As the event begins, these individuals will typically have the most direct interaction with your guests. Ensure they are prepared to succeed and represent you effectively.
Managers / Floaters
Ideally, one individual should be appointed as the manager, solely responsible for ensuring smooth operations. Ensure that this person's time isn't entirely consumed by greeting guests or any other time-intensive role. It's essential to have someone available to handle unforeseen issues.
Set-up / Take-down
Select individuals who are strong and comfortable with physical exertion. Like with other tasks, provide them with detailed instructions on what needs to be done and how to accomplish it.
Recruiting Staff
You can either use a temp agency or handle the recruitment process on your own. If you decide to do it independently and don't have a list of regular staff to choose from, the most effective strategy is to explore every possible option. Ultimately, the goal is to have as many choices as possible.
Your personal networks
High schools
Colleges and universities
Non-profit organizations
The important thing is to consider the type of individuals you want to assist you. There are certain essential qualities that everyone on your team, who will have meaningful interactions with attendees, must possess:
Reliable
Personable
Knows when to ask for help
Training Staff
For any event, it is important to offer written instructions and basic training to all staff. Although a task may appear simple enough to not require this, don't be deceived! This attention to detail distinguishes good events from great ones and will certainly reduce the likelihood of complications.
Besides outlining tasks and expectations, the training and instructions sheet should also contain a statement regarding attitude and the overarching goal of each staff member's role.
This is an instance of a straightforward introductory statement:
Our primary responsibility is to simplify tasks for people and ensure their happiness. Whenever a problem arises, resolve it if possible; if you need assistance, contact the event coordinator, Ellen.
Managing Staff
If you have effectively selected and trained your staff, managing becomes straightforward. The most important thing you can do is be available and make decisive decisions when issues arise or require your higher authority.
Always be kind, regardless of the situation. I'm often surprised by how frequently people overlook this. Consider this: do you truly wish to be unkind to someone who is directly interacting with your guests?
Paid vs. Volunteer Staff
The main distinction between the two is that it's even more crucial to treat volunteer staff kindly, as they are more inclined to leave if they're not enjoying themselves.
It's crucial to keep in mind the "rule of thirds" - one third of your volunteers won't show up or will perform poorly; another third will do an adequate job; and the final third will be outstanding. Make sure to account for this in your planning.
Tipping Staff
Generally, you should plan to compensate staff as if they will not receive tips.
Money Handling
Managing money at an event largely relies on common sense, and issues are unlikely to occur due to the presence of many people. Nonetheless, it's crucial to give it some thought, as events frequently involve handling a substantial amount of cash.
Here are a few tips
Assign financial responsibilities to those you trust.
Minimize the number of individuals managing money.
Ensure that individuals managing money remain visible to the public.
Ensure all money is given to you or a trusted individual without any hesitation.
Keep a calculator nearby.
Change
For most events, having $100 or $200 in change is usually sufficient. Typically, for a bigger event, it's wise to begin with 10% of the anticipated revenue.
A few tips for when you are in charge
As the person responsible for the event, you naturally have numerous responsibilities and details to keep in mind. Here are some tips for managing staff effectively.
Consistently exhibit a positive demeanor
Share the credit whenever possible
Motivate employees to seek clarification and request assistance
Support and uplift everyone
NOTE
Provide comprehensive written instructions.
Conduct training sessions.
Ensure clear authority lines for the event and communicate them to the team.
Ensure staff is aware of the dress code before their arrival.
Don't assume everyone can handle any task. Carefully assign roles based on suitability.
Select staff with a positive attitude and enhance it through training.
Choose your staff with care.
Ensure there are enough team members.
Remember, volunteer staff often require ample positive reinforcement to compensate for the absence of pay.
As the lead, consistently maintain a positive demeanor.
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