We all are aware the only way to a smooth event is with a well briefed team. Guest writer Madre Visser of London shares some helpful tips below for briefing your events team. Thank you Madre!
Staff Entrance and Meeting Points
Provide staff with the exact meeting point or staff entrance for a venue or event. Some hotels have hundreds of employees and will often have a separate staff entrance. If you require staff to enter through the assigned staff entrance it is essential to let them know.
Some events may take place at a large venue or site, so staff will need specific direction. It is useful to highlight the best transport links for the event location, distinct landmarks or even exact walking instructions. This minimises the risk of staff getting lost or spending a long time finding the venue which may cause them to be late.
- On-site contact
Sometimes it may be that the person who booked the staff is different to the person who will be managing them on site. Therefore it is important to provide the name and number of an on-site contact so that the staffing provider can relay information across to exactly the right person. The on-site contact would need to be alerted in the event of staff members running late, sickness of staff members or sending additional staff.
- What is the event
For staff to build a clear picture of their day ahead you should provide them with details about the event. Include the details such as number of guests attending, the style of service that will be followed, and what the event is in aid of. Knowing what the event is can allow for staff to realise the profile of the clients and the level of service that will be expected. If your event is very high profile and needs to be kept a secret, you need to let the agency staff know about any confidentiality clauses. They will then ask the staff not to share anything on social media prior to your event.
- Event Schedule
From a staff member’s point of view, it’s really useful to know what the schedule of an event is so that staff know where to be and at what time. It also gives them the opportunity to gage how long they have to complete tasks. This in turn improves the independent working and efficiency of staff members and reduces your need to keep prompting them on what tasks to complete next.
- Staff Uniform
If you want your event to look really professional, uniformity and presentation of staff are a great aspect to consider. From head to toe you can decide how staff should present themselves. The obvious points to consider are trousers or skirt, black shirt or white shirt, branded clothing, does the venue have a uniform scheme that should be followed. Points which are often overlooked regarding female staff include how female staff wear their hair, their level of make-up, jewellery, perfumes. When considering male staff, think about their facial hair, jewellery and aftershave. The level of presentation of staff will really impact on the overall quality of the event.
- Break Policy
Staff are legally entitled to have a 20 minute break for every 6 hours they work. These breaks are an opportunity for staff to have some time out and to recharge their batteries in preparation for the next few hours of working. So staff are prepared, it is also good to know whether a meal will be provided during their break or if they should bring their own food to eat. Staff feel appreciated when they are clear about their break and meal entitlements. Providing meals proves to increase staff productivity as they feel valued. The staff should also be informed beforehand as to whether their break will be paid or unpaid.
- Health and Safety
Staff can be requested to work at some obscure events where they may be expected to carry out unusual tasks. In these situations health and safety documentation may need to be given to the staff. This is vital so staff know what regulations to follow in order to ensure their safety.
Tick all of these boxes and you can be sure to avoid staffing-related issues at your event!