The first step in setting staffing needs is to determine what must be done, and how many may be required to complete the tasks. For some areas, this is as simple as determining each step of the process (a line direction person to assure the check-in is flowing smoothly, checking tickets, providing a wrist band, and a concluding person to provide directions as to where next to go, with a person or two ready to break any of the frontline workers or step in if demand grows particularly heavy), or how many guests per server, bartenders, barbacks or cocktail server do you want to have? Other cases, like setting up a stage, grow more complicated. Fortunately for most of the more complex tasks, there will be providers hired who will make such calculations.
“Leads” may be desired in many areas to oversee operations and troubleshoot as needs arise. For large events, several leads may be used, each given a specifically designated area. For smaller events, leads may be devoted to a particular task (bars, servers, check-in, valet, etc.)
It is also wise to have a few “firefighters”, designated to roam and watch for issues brewing, policies that are not being followed, and if none of those are developing, serving as goodwill ambassadors. (The trade show industry pioneered this concept long ago at larger shows by having “floor managers” who have certain portions of the trade show floor to monitor, assuring policies were being followed, and being the show’s public relations folks to the exhibitors. For music festivals, these are often EMTs, or at least first responders, who may identify drug overdoses, rowdy behavior, etc. The number and size of the zones depend both on the size and the nature of the event.)
Before writing job descriptions, this analysis needs to be conducted so one knows how many of any type of workers you need. Leads, too, need job descriptions so they know what the limits are to their authority.
NOTE: I realize that I’ve given you a huge clue on staffing through this week’s power point. There is room for modification if you’d like, and tabulating numbers or workers and approximate hours needed will be a springboard to the second part of this week’s assignment.