5 best practices for managing your event staff

5 best practices for managing your event staff

Cre­at­ing an event always requires care­ful organ­i­sa­tion, as each detail counts when it comes to sat­is­fy­ing your atten­dees. The arrival of Covid-19 has unde­ni­ably cre­at­ed dif­fi­cul­ties for the events sec­tor and forced it to rein­vent itself. Organ­is­ers must there­fore envis­age tomorrow’s events now.

How can you pro­tect your staff in the event of an epi­dem­ic? What tools can help you in this process? What’s the max­i­mum num­ber of atten­dees you can accom­mo­date while ensur­ing their safe­ty? In this arti­cle, we pro­vide you with ideas for organ­is­ing your future events by prepar­ing for these issues as much as pos­si­ble.


  1. Cre­ate a detailed hygiene pro­to­col
  2. Hire trained staff
  3. Choose effec­tive tech­no­log­i­cal tools
  4. Set an appro­pri­ate attendee lim­it
  5. Opti­mise your event’s sus­tain­abil­i­ty

1. Create a detailed hygiene protocol

Since the start of the cri­sis, hygiene has been by far the most impor­tant and sen­si­tive issue for event organ­is­ers. To make sure your event is a suc­cess, cre­ate a com­pre­hen­sive hygiene pro­to­col.

Pro­vide masks and hydroal­co­holic gel, and ensure that atten­dees use them. Remind atten­dees of this sys­tem by plac­ing signs in strate­gic places and mak­ing announce­ments on the micro­phone — like on pub­lic trans­port. Pay atten­tion to the appli­ca­tion of safe­ty mea­sures and enable the required dis­tanc­ing between atten­dees.

2. Hire trained staff

Once the hygiene pro­to­col is cre­at­ed, you must make sure it’s fol­lowed. Keep­ing a safe dis­tance, wear­ing a mask and using hydroal­co­holic gel are not yet reflex­es for most peo­ple, and they can quick­ly be for­got­ten dur­ing a social event — despite their ongo­ing impor­tance.

For these rea­sons, good staff man­age­ment in 2020–2021 requires a strength­ened safe­ty team in order to show your stake­hold­ers that you’re address­ing your respon­si­bil­i­ty as an event organ­is­er head-on.

We don’t know when the virus will go away. It’s there­fore bet­ter to adopt good habits now. This is one of the chal­lenges for event organ­is­ers. To achieve this, hire safe­ty offi­cers who’ve been trained in the new stan­dards.

3. Choose effective technological tools

Tech­no­log­i­cal tools — increas­ing­ly used in all types of events — have often proven to be indis­pens­able. Today more than ever, you must con­sid­er how cer­tain solu­tions such as an online tick­et­ing sys­tem, tick­et con­trol with scan­ning ter­mi­nals and cash­less pay­ment can help you avoid con­tact between your staff and your atten­dees.

Dynam­ic screens placed in strate­gic places at your event can also help your staff to remind atten­dees of the safe­ty mea­sures to be care­ful­ly respect­ed through­out the event.

4. Set an appropriate attendee limit

The num­ber of atten­dees at an event can itself be con­sid­ered a safe­ty mea­sure. Be sure to lim­it your attendee num­bers with an online tick­et­ing sys­tem to avoid phys­i­cal crowd­ing. To do this, you must take into account the size of your venue, its set-up and, in par­tic­u­lar, the activ­i­ties planned. The advan­tages and dis­ad­van­tages of a con­fer­ence in a hall won’t be the same as those of a group sport tour­na­ment in an open space. Above all, keep your­self informed of offi­cial mea­sures regard­ing the max­i­mum autho­rised num­ber of atten­dees, as they can change reg­u­lar­ly.

Bonus: One solu­tion for achiev­ing a vis­i­bil­i­ty goal for your event while stick­ing to an attendee lim­it is to invite influ­encers. Make sure they match your brand and event by approach­ing a spe­cial­ist agency that hires influ­encers as well as oth­er event tal­ent.

5. Optimise your event’s sustainability

Last, but not the least impor­tant, is your event’s sus­tain­abil­i­ty. This issue has nev­er been so top­i­cal, and it will now be a real mea­sure of your event’s suc­cess. In the cur­rent con­text, for instance, pro­vide your staff — and, if pos­si­ble, your atten­dees — with reusable rather than dis­pos­able masks, as dis­pos­able ones con­tribute much more to pol­lu­tion. Sim­i­lar­ly, opt for bio-degrad­able cups and cut­lery. Their plas­tic ‘ances­tors’ are major dri­vers of pol­lu­tion.

These solu­tions are not always the most eco­nom­i­cal in the short term, but they will show a real com­mit­ment on your part, which will be ben­e­fi­cial in the long term. Inspire your atten­dees, your part­ners, your sup­pli­ers and your guests to make an effort them­selves. Final­ly, cus­tomise the reusable masks with your organisation’s logo and brand image to cre­ate a sense of belong­ing and to com­mu­ni­cate out­side your event for free by word of mouth.

In events as in oth­er sec­tors, the impacts of Covid-19 will like­ly last some time. It’s there­fore best to start adjust­ing right away in order to seize new oppor­tu­ni­ties. Ben­e­fit from all the fea­tures pro­vid­ed with Weezevent’s solu­tions and organ­ise your future event by click­ing on the but­ton below:

Plan­ning an event

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