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Prior to an event, it is helpful if all of the staff workers in the event can be trained in their responsibilities.
What it is: Pre-event training is the process of making sure that every person supporting the event knows their role, what to do when things go wrong, and what adaptations may need to take place during the event. You might think of this as the dress rehearsal of the event; it is intended to work out the kinks before the event.
What it does: The pre-event training can reduce event day problems and provide options for contingency planning for the inevitable necessary event adjustments.
How is it used: Each of the workers or managers of the event will be trained to be sure they know their assignments and can make adjustments as needed on the day of the event. This also is a check of the equipment required and the effectiveness of the people, the proposed processes, and equipment.
Where: If possible, perform the training at the location of the event,more than a day before the event to allow for adjustments to be made based on the learnings from the pre-event training. In many cases, the people who will be involved will not be available for training until the day of the event. In that case, make sure the training is completed at least 30 minutes to an hour prior to the event to allow for adjustments to be made and substitutes to be contacted.
Why: Without the pre-event training there are significant opportunities for the event to be spoiled and not meet the intended purposes.
Where it shouldn't be used: Unless the event is very repetitive (e.g., concert tour) and is being held after many repetitions, there should always be pre-event training.
Any restrictions: None
Warnings: Performing the pre-event training too close to the actual event doesn’t leave enough time for all learnings and adjustments from the pre-event training to be implemented.
The training provided to event staff is a vital factor in the smooth running of the event and in achieving a quality experience for all participants.
Training may take many forms:
Practical experience:Involvement of the trainee in prior events where they receive mentoring from someone who is experienced. For example, a trainee announcer may act in an assistant capacity on several occasions before taking on the role on their own. This is an excellent form of training.
Training sessions:Using a person who is experienced in event management to instruct others on how to carry out their tasks and responsibilities. Simulations of activities in the event may be utilized.
Provision of documentation:Event staff receive and are instructed to read documentation, such as job description instructions on how to work equipment, procedures, and policies to be followed.
Internet site:oDcumentation can be provided to event staff via a website. One advantage of this method of training delivery is that the trainer can obtain information about trainees' progress and understanding through the use of questionnaires and forms, which trainees complete online. As the trainee completes questionnaires and forms, information is relayed back to the trainer and stored.
The list below provides an outline of the training to be given to event staff. The list should not be regarded as exhaustive or in priority order.
Training Event Staff
Arrival and Departure
Event staff should have full knowledge of the times they should arrive or leave. It is recommended to require staff to arrive 30 minutes before they are needed. This leaves time for last-minute instructions and replacing staff who fail to appear without delaying the event program.
Communication
Event staff should be instructed on how to contact the event director or other event staff prior to and during the event. Event staff need to know who to contact if they have a problem. Training will also require the sharing of phone numbers and may require instruction in how to use a two-way radio.
Emergencies
Event staff should be instructed in the range of emergencies they may encounter and what they must do if one arises. They should also be counseled to expect the unexpected. Event staff may receive training in first aid, use of fire extinguishers, how to raise the alarm, evacuation procedures, and who to contact in an emergency.
Equipment
The use of equipment is often problematic. For example, electronic scoreboards and public address systems often move from venue to venue and may be damaged in the process. Problems may arise as a result of faulty electrical connections and detached components. Event staff should receive training in how to set up, position, test, repair, service, dismantle, and transport equipment. There may also be a circumstance where equipment may cause injury as a result of incorrect lifting technique, electric shock, sharp edges, and heat (to name only a few hazards).
Expenses
Ground rules need to be set in the matter of claims for reimbursement of expenses by event staff. Arguments and misunderstandings between event director and staff over what expenses can be claimed should be avoided. Out-of-pocket expenses of event staff should be anticipated in the event budget. Expenses may include travel costs, clothing costs, telephone and postage costs, accommodation costs, and meal costs. If all event staff receive a job description (recommended), then this would be a suitable place to convey information about what expenses can and cannot be claimed.
Location
Event staff need to be fully informed of the location(s) to which they should report. In large events, there may be multiple events running concurrently and confusion may reign if people do not know where they are supposed to be. In such circumstances, maps should be provided.
Handling Money
The handling of money is a considerable risk of events. Money may be collected at the ticket office, entry barrier, food, and merchandising stalls. Risks include the failure to provide documentation to record cash collections, failure of staff to properly account for monies taken, theft by the public or staff, incorrect charging of customers, and the accidental loss of money in transit. It is vital that event staff receive appropriate training if their responsibility includes handling money.
Safety
It is the legal obligation of all event staff to do all they can to ensure that the venue, and everything that happens within it, is as safe as possible for all persons. Training should be given in checking for obstructions and hazards and in ensuring people behave in a manner that does not endanger anyone's safety.
Security
Aspects of security include maintaining crowd control, restricting access to certain areas, keeping a watchful eye over equipment, making sure doors, windows, and gates are not unintentionally left open, holding on to keys, and keeping close control over cash on the premises. It may also include marshaling cars into parking spaces.
Service Delivery
Event staff need to strive to ensure that the event is a quality experience for all persons involved: spectators, participants, and staff. Training of event staff should include aspects of service delivery such as courtesy, listening to complaints, provision of hospitality, hygiene, and ensuring people receive assistance.
Staff Amenities
Looking after staff is an important aspect of event management. Staff should be informed about food and drink provided for them if their stay is lengthy. The staff roster should allow for staff to be relieved for rest periods.
Timelines
Event staff should receive training about the factors that may cause delays in the event program, such as the following:
Late arrival of staff
Staff not being in the correct position or leaving their position without informing anyone
Unfamiliarity with equipment
Unfamiliarity with tasks and responsibilities
Transport
In order to get a full complement of event staff, it is often necessary to provide transport from nearby train and bus stations or to arrange for people to be picked up from home. Where necessary, training should include details of transport arrangements.
There may also be a necessity to provide training in the transport of equipment to ensure that damage does not occur.
No template provided. Each training will be unique.
A handout should be provided to the event workers that summarizes their responsibilities and training.
This content is provided to you freely by Ensign College.
Access it online or download it at https://ensign.edtechbooks.org/projectbased_internships/preevent_training.
