Staff Briefing Document and its importance in event management

What is a Staff Briefing Document?

The purpose of a Staff Briefing Document (which may sometimes be referred to as a Code of Practice) is to provide a firm set of principles, practices and instructions to help guide event staff in their operational roles. This document can prove very useful by communicating a lot of vital information in a succinct manner. In doing so, it can ensure continuity, reduce the amount of briefing time and provide a level of comfort for staff working at the event.

Who should receive a Staff Briefing Document?

All event staff. It should also be included as an appendix to the Event Manual.

What is in a Staff Briefing Document?

All procedures, practices and regulations that dictate the conduct of staff should be included along with general information about the event. To help you get started, add to and adapt the following headings to create a Staff Briefing Document relevant to your particular event. Some elements may be taken from the Event Manual but, because of the casual distribution of the Staff Briefing Document, do not include sensitive information.

Contents Page – that clearly sets out the section headings and where to find them

 Statement of Intent – informing the reader of the document’s purpose

 Additional Copies – including information about where to get one in the event of loss or damage

Who’s who – provide a list of the event staff, their roles, responsibilities and chain of command

Event Description – including a programme or running order and a location map showing the venue layout, where the event elements are taking place and where all facilities are to be found (toilets, first aid, drinking water, etc)

Procedures, Practices and Regulations that staff will be required to follow in their daily duties and implement in the event of an incident arising. You could separate this section into three broad categories:

1) Identification, Appearance & Conduct – how different staff roles are identified (e.g. ID/laminates, what the staff are required to wear and how they are required to behave)

2) Operational Practices – guidance on how to duties are to be carried out and how other procedural aspects work

3) Health & Safety Guidance – event safety memo containing details of control measures, the procedures to deal with health and safety issues (e.g. accidents, fire, evacuation, etc)

Pro Forma Reports – reports that staff may be required to complete. These could be time sheet, event property sign in/out sheets (uniforms, equipment, etc), accident report, incident report, etc. Ensure that it is clearly stated at the beginning of this section, and on each of the individual reports, the procedure for completing, reporting and filing.

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Party Riders Events