As an event planner, you’ve become accustomed to taking on many challenges, from catering to music to decor. For your next event, you’ve worked out most details on your own, but the destination offers its own event staff.
It sounds like a relief—that is, until your event comes, and the staff you’re counting on doesn’t meet your expectations. While it’s another aspect of planning to add to your plate, it might be time to consider hiring your own event staff. Below are seven tips to help you find the strongest staff for your event.
1. Write a detailed description about the position.
You know how it is: A call for employees has vague requirements for the position, which creates an influx of resumes to the recruiter. When juggling a host of other priorities on your own, however, you don’t have the time to sift through 30 resumes. When creating your listing, be as meticulous as possible, to not leave any important requirements out—it will lessen the amount of resumes you receive, reducing your stress levels.
2. Don’t rely on resumes, no matter how perfect the candidate might seem.
It’s easy to rely on resumes when you’re scheduling an event. You can see if they list the proper experience, and any resumes that don’t fit your requirements can be thrown out without deeper research. But never doubt the importance of a phone call or an in-person interview. Someone who may appear perfect on paper won’t necessarily have the pep you need for your event.
3. If necessary, have your lawyer draft a nondisclosure agreement.
It will take extra time, but having a nondisclosure agreement is a must, should your event or business include confidential property. It prohibits important information from leaking, and potential staff will understand that your business and its privacy are of the utmost importance.
4. Ask around for referrals.
You’re not the first person to hire your personal event staff—chances are, your fellow entrepreneurs and business owners have gone the same route. Ask around to learn of positive experiences and specific staffers that elevated the event. People put their best foot forward in interviews, but they may not execute their duties well in the moment. Referrals can be the best way to find a staff that stands out.
5. Overstaff, rather than understaff.
Unfortunately, things happen: Event staff fall ill or get stuck in traffic, or more attendees come than you originally expected. Consider how many staffers you will need should everything go according to plan, then hire extra. You won’t be caught off-guard if a problem arises and surprises you, in turn enabling you to pay attention to more important details.
6. Huddle up before the event begins.
Before your day officially starts, get everybody together to go over the agenda, expectations and responses should any emergencies arise. It’s important for your staff to be on the same page as you at all times, especially since your focus will shift constantly, from item to item, throughout the day. While you will want to check in throughout the day, a weight will be taken off your shoulders, knowing everyone is prepared to help execute a good event.
7. Be kind and gracious.
You might be stressed, but don’t take it out on your staff—they are there to help, not hinder. Once the event is finished, make sure to send timely thank you notes to your staff for helping to make your event a success. They will appreciate the gesture, and their positive experience with you will increase their chances of working for you in the future.