When planning your event, make sure to think beyond the production phase to consider execution. What do you need help with on the day of the event? Are you going to be busy hosting and entertaining your guests? If so, you might need someone to act as the on-site supervisor or point person for you. Even if you will supervise the event from set-up to break-down, you might need help fulfilling other roles. These might include:

• Information, registration, or welcome table staff
• Nametag, folder, or packet distribution
• Docents
• Guides to help move your group around campus (if your event takes place at multiple locations)
• Speaker or VIP handlers
• Meeting and/or A/V management
• Food & beverage staffing or management
• Signage placement
• Transportation staffing

Staffing Considerations

• Define all of your staffing needs ahead of time
• Consider staffing options: departmental co-workers, students, a staffing agency
• If you are working with external vendors for any piece of your event, make sure you understand what they are providing in terms of staff so you don't assume something is taken care of when it is not
• Create a detailed schedule including location, time, the name of the person assigned to each shift, and contact phone number
• Determine the appropriate attire or uniform for staff which should ALWAYS include a name tag
• Communicate the purpose of the event and its audience to all staff & vendors during planning meetings
• Make sure all staff members clearly understand their role, responsibilities, and expectations