The importance of choosing the right staff for a successful event

In the previous article we explained how it is crucial to choose the right partners in order to effectively organize an event, anticipating our next topic: choosing staff.

While deciding on partners requires painstaking, timely research that is often tailored to specific needs, finding, selecting and training staff is an equally delicate task that has a significant impact on an event’s success, regardless of its size.

Staff should be chosen according to various criteria: competence, experience, knowledge and above all trust. That’s right, although this notion is often overlooked, trust, as well as a strong work ethic, is the basis of any relationship.

A long task that this process typically involves is to create a constantly updated network of contacts, a circle of trusted people who have skills acquired on the job that we carefully assess. Indeed, choosing one hostess over another is an important decision that is by no means arbitrary.

Why is the role of the staff so important?

Firstly we must remember that hostesses and stewards are the first people with whom our guests come into contact at an event: they are the business card tasked with representing not only the company’s name, but above all its expertise, professionalism and image.
How many times at trade fairs, conventions, exhibitions or even simply at restaurants have we found ourselves dealing with tired, lazy and unprofessional staff? Frequently.
How many times have we decided to return to that restaurant or fair? Almost never.

Another very important factor during events is to maintain a calm atmosphere, since everything experienced within a team is, directly and indirectly, transmitted to the guests.
An atmosphere of collaboration, empathy, professionalism and synergy will result in a functioning environment, consolidating the team and ensuring that if something unexpected happens, there is a solid and resilient foundation to rely on.

What are the advantages of carefully choosing your staff?

Because dealing and working with those who share our mission greatly reduces the possibility of being faced with disagreeable, incoherent, unprepared and ‘bungling’ people.

Naturally, there is always a problem just around the corner, but it will be up to us, who are responsible for the event, to handle it while minimizing its potentially negative impact.

But is it always possible to select your staff at the right time?

As much as we try to plan every detail as best we can, evaluating and reassessing various requirements to prevent any problems, occasionally someone suddenly falls ill or the customer decides to immediately increase the number of staff while the event is being set up or even a few hours before it starts. Although we have a strong and extensive network, the people we work with may not necessarily be available.
So what do we do? No need to panic! There always has to be a plan B.
We contact the trusted partner with whom we regularly collaborate and ask them to help us fill gaps in the staff.
We must ensure that these staff do not feel that they have been catapulted into a totally unknown situation. We need to help them to properly integrate by briefing them, even if very rapidly, and ensuring that they work alongside someone experienced.
What if the customer directly brings in all or part of the staff?
In this case too we need to create a network that will allow us organizers to interweave new entries with our experienced staff who, on this occasion, will offer valuable guidance and support.

Article by Francesca Carbone