Whether you bring along a seasoned crew or need to hire temporary staff for each event, setting them up for success can make your life so much easier in the long run. Really consider the question: what can I do to make my staff’s job easier? The better job they do, the more smoothly the event runs.

Communicate Early & Often

As event planners, we sometimes want to have all of the details in place before we send documents or information off for others to see, but communicating early with your team can be very valuable, not only to communicate details of the event, but also to help them feel a part of the event before they arrive.

If you are working with staff that works with you often, let them know what’s unique or different about this event, send them an agenda (you might be surprised how many people skip this important step), maps, and any other helpful documentation.

Onsite, end each day and with what’s going well and address any questions or concerns that came up in your staff’s line of work that day; see if it can be improved by the next day. Many times, it is as simple as arming them with the correct information.

Set expectations

If you’re going to be working long days, let your staff know that before they get onsite as well as how they will be compensated (free meals during the day, bonus for a great event, etc). So much of what happens to us is our perception of it, so knowing ahead of time what to expect can greatly assist with work ethic and morale during the event.

Motivation

Feeling appreciated is so important for anyone working in the high-stress world of live events. Even when you’re feeling the pressure, try to show appreciation for and the work being done by those around you. Check in with your staff, see if there is anything that could make their lives easier.

Food can also be a great motivator; I know I always perk up when someone makes a coffee run. Planning meals and refreshments before arriving onsite will help not only show your team appreciation, but will take the burden off of you when you’re in the whirlwind.

First One In, Last One Out

Finally, just like everything else in our world, the more organized and on top of things you are, the better. Get in 15-30 minutes before your staff to get started. Having this time uninterrupted before anyone else gets in is so valuable and helps you to give staff your full focus and get them off on the right foot.

Leave 30 min after staff. clean up, prep for next day, send any daily follow-up Emails needed. Pulling longer hours can be tough; if you need to, slip out for 30min in the middle of the day for a power nap, but make this happen.

What do you do to make your event staff successful?