Recruiting and selecting staff
- How will you recruit and/or select staff?
- What payment and/or privileges you will give them?
- Write out job descriptions and what you will put in them.
- What will you do to give give induction?
- What employee declarations are necessary?
- What licenses will they need?
- What police checks are necessary? (E.g. for working with children.)
- What fringe benefits and allowances will you provide? For example will you give an allowance for daily expenses? And what may be included in them? (Vehicle use, meals, accommodation, etc.)
- What do you need to provide staff with? (e.g. uniforms, safety clothing or equipment
- How will you monitor staff performance?
- If you need volunteers, where will you get them?
Employing staff is a relatively complex area with its own taxation, insurance and OHS requirements (and many others). You will need to carefully check all your legal requirements where you live. The matters below have only come up in relation to Event Management, but many other requirements are omitted. You will have to check that employment contracts are sent and returned, and keep track of your employment records. Even if you are using volunteers, you still have some responsibilities to them as if they were paid employees.
One professional association suggested rounding up students and rewarding their work with a free association memberships, prizes (e.g. books), or free attendance when off-duty. It also inducts them into the professional network, which could be handy when looking for jobs after graduation.
Decide on a communication strategy
Decide how you will make housekeeping announcements during the event.
- What do you need to tell and to whom?
- Staff only
- Officials only
- Committee members only
When and how? (You will probably need more than one means of communication.)
- Short daily meetings
- Notice board
- Two-way radio
- Visit and talk
Who should staff go to if they need help? E.g.
- lose instructions
- instructions don't seem to work
- are late or sick
- need to leave early
- get unclear or conflicting instructions
Building effective task teams is essential for any event, and even more so for larger events. Much of the challenge is to hold good team meetings where people learn to work together and to communicate well. Some advice:
- Make sure people get the big picture: the vision of what the event is supposed to achieve.
- Decide how often they need to meet.
- Make sure that they do real work, not just hold discussions.
- Build people into teams, but don't go overboard with fun. Planning and working together is a good team-building exercise.
Sort people into teams and allocate team tasks.
- Sort people into teams. Identify individual differences and abilities so that you can sort people into the right teams and allocate tasks to the right people. Make sure that teams are as compatible as possible, and appoint a team leader who will be able to effectively lead each team.
- Put lines of authority, coordination, collaboration, and assistance in place.
- Allocate tasks to teams, get agreement on timelines and performance requirements, and write them down.
Delegate duties to team members.
- Delegate duties to team members. (Try this form Opens a new window.) They should have:
- authorization guidelines for achieving goals
- designated timelines
- performance requirements and evaluation criteria for the team and team members, agreed upon and recorded
- date and venue
- What time to report in at the venue
- kind of activity/format
- what to bring
- Delegation could also cover:
- rosters (will rosters need a database?)
- travel, food, and accommodation arrangements
- specialized equipment
- first aid