5 Tips on How to Execute Onsite With a Small Event Staff

March 20, 2024

Are you running events with a small team?

Many event marketers and event managers I've talked with are in a similar situation. They rely on coworkers in other departments with limited event knowledge to help on event day.

Sound familiar?

If you're nodding right now, here are five recommendations on how to execute on-site with a small staff.

1. Leverage Technology

Automate tasks — from attendee registration to feedback collection — with an event management platform. A link to my platform recommendations is available here.

Skip manual check-in or pre-print/name badge stuffing. Go with on-site badge printing, even if it costs extra. Trust me, you're going to save time and reduce the inevitable human errors.

Leverage mobile apps and an AI chatbot to support attendees. It will also limit the inquiries coming in. Upload as much information as possible to make it easier for attendees to navigate the event.

2. Outsource Specific Roles for On-Site Execution

Your core team needs to focus on the critical event aspects. Event ambassadors or day-of event managers are a great option for specific day-of responsibilities.

We use an event staffing agency to source qualified and skilled individuals with the necessary expertise to fully execute a specific function.

If you need recommendations for an on-site staffing agency, email me. My team also makes sure everyone has a detailed event guidebook with roles/responsibilities and timelines.

3. Pre-Event Training

Hold 30-minute to 1-hour pre-event calls to review every detail with the on-site staff. For more specific event elements that require skilled on-site event managers, bring them on at least three weeks in advance to transfer knowledge.

Provide short training resources (i.e. videos or digital handbooks) outlining roles and responsibilities. This is super helpful for volunteers!

4. Run Selective Recruiting and Role Assignments

Reliable and adaptable teammates make all the difference. Conduct a brief 30-minute interview to understand their past experiences and on-site roles.

5. Communicate

The entire team should be on the same page, feeling aligned on key goals and the event vision. The on-site events team needs to know the why behind the event.

Encourage open floor communication with regular check-ins, team meetings and an open-door policy to address questions and concerns.

Have a call with every vendor, and all team members should go through your project plan, which goes over every detail to set them up for success and reduces future misunderstandings.


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