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Event Briefing – Preparing Yourself Pre-event

By 8th May 2020May 15th, 2020No Comments

Event Briefing - Preparing Yourself Pre-eventParticipating in an event as a staff member is a simple task if you are ready forehand. Arriving on time to the event location, knowing which enterprise you are representing by having a look at their website, and dressing according to the type of event you are working in are some of the facts that must be clear before the event starts. So… where can you find the essential information from the event once you are confirmed? The Event Briefing is the answer to your question!

What is an Event Briefing?

An Event Briefing is a well-structured document that effectively informs an event staff member not only about his duties on the event floor but also about the requirements of the client and the details of the booking. Once an event staff member is confirmed for a job, a briefing document will be sent to him one or two weeks pre-event. The importance of studying and reading all the information in the document is high as it allows the staff to better understand the features of the booking and solve any possible doubts in advance. 

What information does the Event Briefing contain?

An Event Briefing includes topics such as:

  • Working days & hours. The event dates and schedules are normally known before receiving the event briefing as your Project Manager asked for your availability in the first place. You will also find them in the briefing document. 
  • Break arrangements. Never take a longer break than the one that has been assigned to you. 
  • Event location. Search for the event location and decide how you are reaching your workplace. If it’s by public transport, check any possible strikes or service cancellations in advance. If it’s by private transport, make sure you will have an available car parking area or a place to leave your motorbike nearby. 
  • In-person briefing details of location and time -if any-. Either to get to know you better, teach you the product details or give you your badge, the client could set up a training session to be briefed in person. 
  • Scheduled phone call or Skype meeting -if any-. If a training session can’t be performed in person before the event starts, some clients might suggest to proceed with a virtual training or a phone call previous to the event. This is very common. If there is a separate briefing fee, your Project Manager will notify this to you when offering the salary for the event. In the case of an online Skype briefing session, you must do some research on your own and ask any possible questions you might have after reading up on the materials sent to you previous to the call.
  • Dress code. Make sure you can comply with the requested uniform in case you have to bring any items from home. 
  • Company’s information and event website. Have a look at the company’s website beforehand and arrive at the event with a basic idea of what the client does, what he stands for, and what the event is about.
  • Contact details of your contact person. Whether your contact person is the client, a Team Leader or your agency’s Project Manager, save the telephone number in your phone in case you need to reach the client or can’t find them upon arrival. Read our Communication Standards to better understand how to address yourself to every contact. 
  • Contact details of fellow staff members. In the case you are working in a big group of staff, your Project Manager would have created a WhatsApp group -in which you would have been included-, to ease the communication among the staff members. If this isn’t the case, you can find your colleague’s contact details on the briefing document. 
  • Tasks. Your role and responsibilities at the event will be described. Read them all through and confirm that you are comfortable and confident with the job description. If you find yourself doing something completely different than what was described in your briefing document, notify your agency as soon as possible so that they can evaluate if any action needs to be taken.
  • Attached documents. Sometimes clients add separate documents with more information on their brand and services that they would like their selected staff member to read through and acknowledge before the event. Open these documents and have an in-depth look through them.

Final Considerations

If you are an event staff member, preparing yourself for your booking is crucial and one of the very first steps to do so is reading the briefing document of the event consciously. If there is any information that makes you doubt or you don’t understand, contact your Project Manager immediately. Knowledge itself is power and knowing all your event details will make you feel comfortable and confident at your workplace! 

Don’t miss out on our Behavioural Guidelines – Best Practices on the Event Floor to boost your skills and abilities and guarantee a great performance on the event floor!

Margarita Pouso

Author Margarita Pouso

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