After 11 months of planning for a conference hosted in Puerto Rico this week, I'm taking it all in from my office in Wisconsin and hoping that the staff handling logistics onsite has been equipped with all the details and knowledge behind each day’s events. My random text at 2 a.m. to a colleague would say otherwise, but I’m also 29 weeks pregnant and keep hearing about pregnancy-induced brain fog, let’s blame that.
Early in the planning process, with the ongoing concern of Zika in Puerto Rico, staff members were free to decide whether or not they felt comfortable attending the conference. This gave us plenty of time to ensure there were replacement staff onsite and that everyone felt prepared for their roles.
Undoubtedly, the staff representing our client onsite are doing an amazing job (see photo). Here are a few tips to help if you find your team in a similar situation:
Develop a game plan. With all of our client meetings, we prepare a Staff Roles sheet which outlines core events and responsibilities. Develop this plan early and think about who can fill in for any staff unable to attend onsite. Nail down those who will be involved in order to keep them in the loop as planning proceeds.
Brief staff from the start. Meet regularly throughout the planning process to keep staff up-to-date. Our team schedules weekly check-ins to get everyone up to speed and discuss any concerns. This will also help avoid a “brain dump” right before the meeting (although this won't necessarily prevent one…see below).
Create a staff operations manual. Equip staff with a comprehensive guide that can be easily accessed onsite. Include all meeting contracts, banquet event orders, floorplans and other important documents. Add in contact information for vendors, board members and staff. List your sponsors, exhibitors and VIPs. Use this as your main resource for event information.
Communicate with outside vendors. Once you’ve decided who will handle responsibilities onsite, reach out to vendors and introduce them. Include staff on important communications as planning wraps up and arrange a time for vendors to meet with staff once they arrive at the meeting destination.
Schedule a pre-conference briefing . . . or brain dump. Run through the meeting from day one to the conclusion to make sure all staff are aware of the schedule and their role at the meeting. This is the time to answer any last-minute questions and get the team excited for a successful meeting!
Be in regular contact with onsite staff. Maintain contact by email or phone and make yourself available as a backup if needed. There will be questions and unexpected stresses, so offer to help back at the office. You may also get a few calls from vendors that are used to contacting you. Help direct them to the right person onsite.
With the conference wrapping up today, I am eager for staff to return and hear all about the conference and its successes as well as improvements for next year. We only get a second to breathe before 2018 planning begins!