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Manage Your Event Crew and Staff and Keep Them Up-to-Date.

Andy Robertson

Depending on the size of your event you undoubtedly will have a team of people helping you out. From your full time events staff to volunteers you could be managing a variety of staff with varying degrees of experience and skills. You can negate any problems by careful planning to make sure everyone knows what they need to do and when and where they need to be.


Managing people is one of the most difficult aspects of running any business and if you happen to be organising events you are inevitably going to have to manage a lot of people. In the early planning phases you need to make sure that you have an accurate manpower plan in place.

Your own experienced events team should know what their responsibilities are and will be the easiest to manage.  As you plan your event it is likely that team members will be allocated ownership of the event and its logistics. Part of this responsibility is to compile a complete staff requirement list and what the recruitment plan is. Cooperate with the venue to determine security and stewarding requirements, some venues may insist on supplying their own staff.

For larger events the volunteer workforce is always a key element that you will have to consider. Determine how many volunteers you will need and on what dates and then start the recruitment process. As the event dates get closer make sure you have a complete list of all staff involved along with their contact details and ensure everyone knows the requirements for location, date and time and that these are acknowledged. Make sure that this central list is available to those that need to know.

If it’s a large music festival for example you may have multiple entrances so work closely with the venue to ensure that there is sufficient crowd control and that door staff and stewards know how to manage any crowd management issues. Such events may use radios for communications so make sure you know who has been allocated a radio and that they are all using the same frequency. Remember you still need someone in overall control that can make quick decisions and communicate quickly to all concerned.

Some event organisers still use a manual process using lists and spreadsheets and communication using phone calls, messages and emails. There are better and more efficient ways of doing this if you use an event management software platform. Using a software solution like FestivalPro can help automate staff management saving you time and headaches.  

As well as adding staff requirements and creating contact details and responsibilities FestivalPro also allocates unique login access to staff members so that they can view their specific schedule. You can use the software to allocate responsibilities without having to communicate with individuals. The guys who are responsible for this software have been in the front line of event management for many years and are performance artists themselves. Using a system like this will make your life easier and save you time, you can get a no obligation demo of FestivalPro and they will walk you through the staff management functions.

Photo by Roman Pohorecki from Pexels

Andy Robertson
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