Step and step guide involve in setting up event management teams

Recruitment: If possible, plan your recruitment activity well in advance. If you are advertising posts, ensure you leave plenty time for the advert to be placed, interviews to be held and any notice periods to be worked, etc. Don’t forget that you can seek recommendations from other event managers (many event professionals are freelance and move from event to event as a result of recommendation). Ensure that you always take up references for any new members of your event team. Getting the balance right in the team is a key consideration – event staffs often have to work very closely together for long hours in pressurized environments, so make sure your team members complement each other. Always provide a job description and formalize your recruitment agreements in writing, ensuring that rates of pay (or basis of voluntary work) are clearly understood and accepted.

Legal obligations for general information and advice regarding best practice and your legal obligations: as an employer visit your local event management office for more details

Clarify roles: ensure that each member of the team has a clear understanding of what their and their various team mates’, roles entail, what is expected of them and who they are responsible to.

Internal Communications: It is essential that you operate good internal communications.

Hold regular team meetings to update the Event Action Plan and to ensure that all key members are familiar with and understand the issues and challenges. These meetings are also an opportunity for team members to raise their own points and to share knowledge and experience.

Work Experience Staff: If you offer students the opportunity to gain work experience on the event, ensure that you are equipped and able to instruct/mentor/supervise them and provide feedback. Put your agreement in writing, ensuring that you clarify the scope of the work and state if it will be paid or on a voluntary basis, etc.

Volunteers: If you are considering using volunteers to assist with the event, ensure that you are able to clearly specify what is required of them; the types of roles you wish them to perform; hours; training; incentives; who they report to; how to deal with incidents and an idea of what to expect on the day, etc. Volunteers need to be managed carefully and your relationship with them will be different to your relationship with paid staff.

Remember, volunteers are giving up their time to work on your event and they are likely to have specific reasons for volunteering. To select and get the best out of your volunteers, it’s a good approach to find out what they are looking to get out of the experience and to try to match their skills and personality with the appropriate role.

For example, a receptionist could work well in an information booth or dealing with participants, whilst someone with less practiced communication skills may prefer working in a less public-facing role. Keep volunteers well informed/briefed about the event, particularly if their role involves contact with the public. It is always a nice touch to recognize the contribution of volunteers by providing a small gift/certificate upon completion of the event. For additional information and advice visit the website of Volunteer Development Scotland www.vds.org.uk (see also www.volunteering.org.uk, www.askncvo.org.uk and www.businesslink.gov.uk)