Hostesses and extra staff
For a large conference – You will probably require extra staff to assist with duties such as:
o Room hostess to check and scan badges of attendees entering pre-booked sessions.
o Directional hostesses, if you have a large auditorium with key note speakers you often only have a limited time to seat everyone. You will need to have teams of staff directing delegates where to sit, getting them to fill blocks of seating from the front to the back, and directing delegates to move into the middle of rows.
o Directional hostesses can also be used in an award ceremony to direct winners onto the stage.
o If there is a Q&A session at the end of a presentation the hostess can be responsible for passing the handheld microphone to the person asking the questions.
o Additional staff might be needed to: assist in moving directional signage each day, assisting on registration, manning information desks, and to be used as a runner, if there is limited walkie-talkie and internal mobile phone usage. You may also need extra staff to check meeting room set up or A/V set up, to provide VIP assistance, to act as speaker VIP lounge hostess, to check on restaurant food set up, and to assist the movement of delegates from one area to another.
- Always run through the duties and responsibilities of all staff involved on-site with them and have regular team meetings to go through the process during event so every one knows what is expected of them. Make sure you have a suitable meal break rota so that there are enough staff on duty when required. Regularly communicate with your staff – sort out any issues before they become real problems. Remind staff to be welcoming and helpful to the delegates.
Good communication, and keeping everyone who needs to know informed of what is happening, is paramount.