EventPro Magazine - Spring 2015 EventPro Magazine Spring 2016 | Page 30

What the Pros Know

Bigger Events Need Better Planning
A Personnel Plan to Help You with Your Organization
By Tracy Lundeen

Here are some staffing details to think about when
planning a bigger outdoor event.
Event Personnel can cover everything from security, box
office, site up/down and stage/stagehand crew.
Depending on the type event you are holding some or
all of these personnel requirements may or may not be
relevant for your event. The key with personnel for any
event is having responsible key people in charge of specific
duties. Many events, particularly community festivals and
celebrations depend greatly on volunteer help. When using
volunteers always be prepared for the worst case scenario
when determining the number of people needed.
Remember, there is a very distinct possibility that with
volunteers you are getting exactly what you pay for. A
strong suggestion when using volunteers is to turn to your
local service organization ie: Lions, Rotary, Shriners, scouts,
Jaycees, etc. Give those organizations specific areas of duty/
responsibility and make a donation to their organization for
their “civic involvement”. They are VERY reliable.

SECURITY
Consult with your local police department so you are in
compliance with ordinances/laws that pertain to the type
of event you are having. Normally when alcohol is served
you are required to have specific numbers of off duty
uniformed Police in the Beer Serving areas. The police
will also suggest to you from a historical perspective
what kind of security they feel you need for your event.
You can utilize your own “security people” (t-shirt
security) for things like enforcing perimeters for
admission events, back stage security for concerts, etc. In some
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cases you can “compromise” by using a state licensed security
company for some needs. This will give you trained (and
sometimes armed) security personnel at a lower cost than off
duty uniformed police.

BACK STAGE
This area is mostly relevant if you are presenting regional
or national entertainers that may have special contractual
security demands for their performance at your event. Refer
to the entertainer’s contract and rider for requirements.

BOX OFFICE
When charging admission and/or collecting admission fees
this is your number one personnel and security concern.
The MONEY. You need to have trustworthy and competent
people in these areas. Oftentimes for civic events a treasurer
or auditor from the city is ideal to be in charge of the box
office. Bank tellers make ideal ticket sellers as they are
accurate and efficient with money.

STAGE HANDS
Refer to the contracts and riders of your entertainers and
production providers for specific requirements. A stage
hand should be an ambitious, able bodied person. Following
instructions and lifting is a requirement. If you do not
provide stage hands that you have agreed to in your contract or
rider you could very well find yourself in a breach of contract.

SITE UP/DOWN
These are the people that are going to do a number of physical
jobs relating to getting your event site ready. Installing
temporary fencing, putting tents up, etc.