Planning and organising corporate events require a lot of resources, effort, and creativity. However, in some cases, even if you did everything you could to ensure the success of the event, things can still get complicated. One of the reasons why the execution gets messy is when the staff isn’t managed properly. So, if you’re the point person for the event, you should implement proper corporate event management.
Whether it’s a team building, an awards night, or a seminar, every member of the team should know every detail of their tasks. And to achieve this, here are some steps you should try to manage the event staff.
1. Establish Role Expectations
As you hire or assign tasks, ensure that the roles and responsibilities of each staff member are clearly outlined. Some of the roles you need when organising corporate events include ushers, registration staff, catering, technical support, and security staff.
Of course, you need to list all the tasks assigned to them and rehearse the flow of the event at the venue. Setting clear responsibilities for staff is ideal to avoid task duplication, confusion, and misunderstandings.
And it’s not just about the individual tasks they perform. The corporate event staff also reflects the brand, so everything should be in sync.
2. Choose the Right People
There’s the right person for each role, so when hiring the staff for your event, ensure that they have the experience, skills, and attitude that will contribute to the success of the event. Usually, the event staff are categorised as temporary workers, professionals, and volunteers. And when hiring staff, don’t forget to check their past experiences, references, and conduct an interview or assessment.
Even if you’re looking for volunteers, they should still be qualified to be at the event. For instance, if it’s a charity event, the volunteers should have a clean record and no history of any crime.
3. Conduct Thorough Orientation
Once every staff member is on board, organise an event orientation where everyone will be aware of the objectives and flow of the event. In addition, there should be a detailed training for each role, and don’t forget to have rehearsals for each staff member, so that they won’t forget the details of their tasks.
Conducting trading allows staff members to feel more confident when doing their tasks, and there won’t be confusion and misunderstandings. Additionally, ensure to provide everything they need for the entire event.
4. Set Clear Communication Channels
Clear and effective communication should be implemented in corporate event management. In doing so, you should first assign a team leader who will organise the communication for the entire team. Next, choose the ideal communication tool that everyone can comfortably use. For instance, if everyone has the same communication app, it’s the best option since everyone is already familiar with its interface. Lastly, if the team leader needs to report a problem, they should have direct contact with you, the main organiser of the corporate event.
5. Enhance Employee Motivation
If everyone in the team is happy, there’s a higher chance of a successful event. So, it’s recommended to do things that can boost the team’s morale and motivation. Some of these include providing delicious meals and refreshments, recognising their achievements, showing empathy, and continuously supporting them. In return, they’ll do their best to do their tasks instead of achieving the bare minimum, which isn’t good for the company.
6. Monitor and Supervise During the Event
Once the staff members know their tasks, how to communicate, and are emotionally prepared to serve in the event, it’s time to list all your tasks as the supervisor of the whole event. In doing so, you should have a backup plan for possible challenges that may happen, have a schedule to check each zone or team, and always be there to support the team leaders.
At the same time, you should also provide feedback about everything that’s happening in the event, establishing clear expectations, recognising achievements, and monitoring their performance.
7. Conduct a Post-Event Meeting
The responsibilities of an event organiser continue even after the event has ended. You still need to identify the challenges and successes, gather feedback from the staff about the way you managed them, recognise outstanding contributions, and gather feedback from the guests about the performance of the staff members.
This final step is essential to know the things you need to improve and those that you should retain for your future events. But even if there are a few challenges along the way, don’t forget to celebrate with your team.
Final Thoughts
One of the most crucial parts of organising corporate events is managing the staff. By incorporating these steps into your future events, you’ll surely execute every plan you’ve made for the event’s success.
Is there something you want to add to this list? Let us know by commenting below!
- 7 Steps in Managing the Event Staff: A Guide to Seamless Corporate Event Execution
- Whether it’s a team building, an awards night, or a seminar, every member of the team should know every detail of their tasks. And to achieve this, here are some steps you should try to manage the event staff.
- corporate event, event, event planning
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