Staffing The Event

At the absolute minimum you will need at least one extra pair of hands at the registration desk in case you are called away to trouble-shoot. The desk should be manned at all times throughout the registration period and afterwards in case of late comers.

A briefing to all staff members in advance of the first delegates arriving will ensure that they are aware of the location of toilets, cloakroom facilities and lunch room, and of time schedules and other important details.

Staffing The Event

At the absolute minimum you will need at least one extra pair of hands at the registration desk in case you are called away to trouble-shoot. The desk should be manned at all times throughout the registration period and afterwards in case of late comers.

A briefing to all staff members in advance of the first delegates arriving will ensure that they are aware of the location of toilets, cloakroom facilities and lunch room, and of time schedules and other important details.

Assessing Staffing Requirements

You will need adequate staff to make the day run smoothly. Before the event, ask yourself these questions:

 

• Who is going to switch the house lights on and off?
• Who is going to operate the projector?
• Who is going to pass around the roving mike?
• Who is going to deal with press enquiries?

 

If the conference is spread over a large campus, do you need directional staff at strategic points?

Meeting Staff Needs

If you do not have adequate staff readily available, you can often summon up help from various places. These could include:

• Local students if the venue is a university and the subject being discussed is appropriate to their area of study. Very often students, always on a tight budget, will appreciate free entry to the conference in exchange for tasks such as looking after the lights.
• Volunteers from your club/association.
• You can also hire professional conference staff from specialist agencies – obviously a costly option but worthwhile in terms of experience compared to the previous options.

 

Staff, whether voluntary or hired, must be smartly dressed in keeping with the image you wish to project. Badges or sashes will help delegates identify staff.

Before The Day Starts

Before anyone arrives walk the route from the car park or entrance to the registration desk and on to the conference room. Imagine you are arriving for the first time, as your delegates will be shortly. Is the route clearly signposted? Are there any recently-placed obstacles blocking the route? Is it clean and tidy? Sort out the problem immediately if necessary. This may mean doing it yourself or asking venue staff to take care of it.

Test (or witness) the audio visual equipment being used yourself to make sure all is working properly.

Briefing Staff And Delegates

Ensure that all key personnel are briefed in relation to evacuation procedures and any other related matters, and that the emergency exists are identified and kept clear. Their location and the congregation point outside the building should be clearly described to delegates during the chairperson’s opening remarks.

Dealing With Registration

The registration desk should be sited where it is going to be easily spotted as delegates arrive, and where delegates are not able to slip through without registering. The desk should be kept free of junk – remember this is the first impression that delegates will have of the event. First impressions should not be underestimated. If you have access to display boards, two or three placed behind the desk will look professional, provide an opportunity to display the event or your organisation logo, and also provide somewhere behind which to store things.

If delegates are required to register and collect conference bags someone should be free to deal with queries which may arise, such as late payments, so as to avoid holding up the rest of the queue.

Often on your arrival you will be met by the venue co-ordinator who will run through the day’s events with you. You should have the means to contact this person should a query or emergency arise during the event. This could be via walkie-talkie, phone or pager.