A staffing plan is usually developed by a company when there is a need to evaluate the necessity of one of its most valuable assets, which are employees or staff members. A good staffing plan helps a business organization focus on the type and number of personnel needed to achieve its business goals. This is also applicable if there are work projects such as those in construction or manufacturing, or when hosting big events. One important aspect of preparing an event requires an event staffing plan, in order to be able to choose the right staff with specific roles and responsibilities required for the event. Read more about this below and if you wish to start developing your staffing plan, please check out our free event staffing plan samples as well.
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What Is an Event Staffing Plan?
Meticulous planning is needed for an event to become successful, as a lot of things are to be considered such as choosing the right venue, developing the perfect menu, and providing entertainment, finalizing the program, and of course, there’s the personnel you need to consider. You need to make sure they have the skills and expertise to achieve the goals needed in the event. This is why it is important to create an event staffing plan to organize the personnel you will need to contribute to the success of the event. Like any other basic staffing plan, this tool will help you organize the staffing requirements of your event. Depending on the nature of your planned event may this be a corporate event, weddings, concerts, seminars, trade fairs, etc., the staff you intend to hire must have relevant qualifications needed in the event.
How To Create an Event Staffing Plan?
Events can be either complex or easy to plan, all these would depend on the client’s needs and demands. With that being said, event planners need the highest amount of teamwork amongst staff members, all contributing to ensure one very important goal. That the event comes to pass successfully without any glitch. Manpower is one of the most important things to consider when it comes to event planning. No event would be successful without a capable team. All though it sounds overwhelming, creating an event staffing plan just needs a bit of brainstorming and careful planning to make sure you hire the right personnel for the job. To start, here are several factors to consider as you work on your event staffing plan.
1. Gathering Information For The Event
As you have started gathering information for the event, now is time to properly assess the personnel requirements needed. Having a clear understanding of the nature of the event would help you organize the staff. Each event may be unique and may need different kinds of staff. Remember, it’s not just at the event itself where you are going to need staff. Think about where else you will require proper manpower. Consider needs before, during, and after the event, both at the location and offsite.
2. Roles And Responsibilities
Now that you have a clear idea of which areas need staff, it is time to define the roles and responsibilities for each member. By doing so you will be able to make sure that all areas are covered from the caterers, servers, ushers, security, and many more.
3. Plan Your Staff and Their Shifts
After organizing each staff member’s role and their individual responsibilities, it is time to establish the following details below:
- Review your staff to identify gaps and shortcomings
- Estimate roughly how many workers you’ll need to allow you to run each part of the operation comfortably
- Organize each staff member working shifts to make sure they get the proper day-off and breaks and that no work should overlap from another.
- Contingency plans in case someone gets sick or is unable to work.
- Check if there are any staff who can multi-task so they may be shifted to another area of the operations in case it needs additional backup.
As mentioned, you need to review or assess your staff and see if their shortcomings can be adjusted through quick training or a bit of coaching or mentoring.
5. Evaluate Your Staffing Plan
Once the event is over, evaluate the performance of your staff members. One way to do this is to gather feedback from guests or clients. In this way, you will be able to identify what needs to be improved or changed when another event takes place.
What Is Staffing?
Staffing is the method of recruiting and selecting employees within an organization or business to fill job openings.
What Is a Gap Analysis?
A gap analysis is a method of assessing your current performance to identify the differences between your current state of business and where you’d like to be.
Why Is Event Planning Important?
This is simply to make sure the event ends successfully, and that the goals of the events are satisfactorily met.
A lot has to be considered when planning an event, most especially your event personnel who will be responsible for running the operations. With an event staffing plan, you will be able to organize the right team for the job.
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