Staffing and volunteers
The Christmas ball event will need to be planned in a manner that will enable proper alignment and staffing process. No matter what a business does, finding the right staffing level can be a challenging task. If you hire too many staff in an organization you will suffer from high costs with many workers doing nothing. If you hire to few people, the workers will be stressed and overworked and the productivity of the Company will be greatly affected(Schobernd et al. 2009).
There will be staff that will work on the various events that will lead up to the event. The staff will be required to have varied skills for the different activities that will take place in the event. There will be the managers, marketers, planners, and even volunteers. This paper will assess and look at the staffing and volunteering of the event and what is required for the staff to undertake. It is important to understand the working of the human resource of the event because this forms an important success component of the event(Smith & Holmes 2012).
Legal requirements of staff members
The staff who will be working in the event will have to be having the legal documents that require them to be working in the hotel. There are policies that should be followed before one s allowed to be working in the hotel industry(Pratt 2012).
There is a need to have the staff have these important documents and will undergo the certification to work in the hotel industry. The ministry of health will have to provide the documents that certify that the staff is allowed to work on the hotel industry(Smith & Holmes 2012).
Training of the staff
There is a need to train the staff in order to understand the processes that will lead up to the event. There are various items that the staff will have to be taught. One of the issues is how to attend and handle the attendees. It is important that first year students be attended to with high courtesy. Since the first years are the main reason that the party is to be undertaken, there is a need to understand their needs and handle them with utmost courtesy. The staff will have to be trained regarding the courtesy of handling clients. They will have to understand how to reply to the clients. The impression of the staff is an important aspect that should be understood. These values should be incorporated to the staff. Employee training should be done in preparation to the event so as to enlighten staff on how to go about when attending to customers’ needs. It is quite embarrassing for a staff working on the event for an employee to work on something that is not aware of. Employees are also required to be trained on customer relation skills so that they will best handle customers as event’s success and not just a mere person(Wilkinson & Hinchliffe 2012). On those things that an employee is not aware of, they should be frank enough to disclose to his esteem customer. Training also should be done every time a new event process will be introduced. In addition, competent staff is the only way that an event can get out of failures. Specialization can also be employed in the company so that a secretary cannot handle problems that relate to computer repair(Li 2012).
There is also a need to understand how to plan for the entire event. Event planning is an important aspect that should be known by the staff who will be handling the event. The entire staff and volunteers would be involved in the planning of the event. The activities that will be done on that day should be a concern of all the staff. They should plan from the food preparation to the speeches and entertainment. The staff should understand the requirements of the event so that they will give the best ideas and suggestions that will be useful to the event. It is important know what need to be undertaken in the event so that the activities will be brainstormed(Fox 2010).
Staff should also be trained on project management skills. This is especially important for the senior staff that will be tasked with the whole process. The project manager/events manager, secretary, and planners will have to understand this aspect. They should understand how to ensure that the various milestones should be achieved in the process of planning for the event. This is an important aspect and component that should be known by the senior staff who will be organizing for the event and the staff who will be working towards the event preparation. It is important to understand that this event is related to project planning and management. This should be integrated to the staff who is working towards achieving the event(Schmidt et al. 2013).
There is also an important aspect of employee training regarding finances that will be used in the event. With the event being carried out in December, there will be a need to plan early so that the items that will be bought will be bought in advance. There is a tendency for items to be hiked towards Christmas holiday. One way of managing and planning the finances is to have proper timing of the event. This can be done with the time management and having project management skills. This should be a skill that should be integrated to the event organizers. The event will have to be planned by people with the right project management skills(Nigro‐Bruzzi & Sturmey 2010).
Volunteers
Volunteer badges
For easy identification of volunteers, there will be the use of badges. All volunteers will be required to have badges so that they can be easily identified in the event. The volunteers will be based in different areas and the badges will be in different colors and designs. The people who will volunteer on directing guests will have green badges while those who will serve in the food sector will have red badges. This is the procedure that will be used in the designing of the badges. This will make the identification of the volunteers simple and easier to achieve. The badges will have names on them so that they have the names of the volunteers which wear them.
The volunteers will also have uniforms that will be used to identify them. The uniforms will be used together with the badges for the purposes of identification. The badges and the uniforms will be used on that day for both the guests to be able to identify the staff and for the fellow staff to identify one another. This is an important aspect that should be integrated in the event planning and management process. Identification of staff is important in any event as this will make information access to the staff a simple process.
There will also be the need to have volunteers who will help in the management and planning of the event. One of the roles of the volunteers is to give information about the various venues that the event can take place in town. Although it is almost clear that the event will be conducted at a bar in town, there are many bars that are available in town. There is a need to understand the typical bar that will be used in town. This information will be available through the information that will be obtained from volunteers. The people will come in and suggest the places that is best fit for the event to take place. There are many people who have visited the different clubs and bars in the city. Their information will be important. The access of this information will be through volunteering process(Killaspy et al. 2013).
Another way that volunteers will be required in the planning process is through distributing the cards to the people who will attend. There will be the need to distribute the cards to the people who are required to attend the event(Costello & Hardy 2010). The distribution process will be through volunteers. The volunteers will take the cards to the friends and the friends will distribute the cards to their friends. The volunteers will also help to pass information through word of mouth to the people who have the interest to attend the event(Halley et al. 2012).
There will also be the need to have volunteers who will be involved in directing guests in the day of the event. On the material day, there will be the need to have people who will direct the guests and show them where they are required to be at a given time. This is an important aspect that should be known in the process of planning the event(Zimmerman & Love 2011). In the event that the bar staff will be overwhelmed with the serving and providing the services to the guests, the volunteers will step in and help the bar staff in this process. It is highly likely that the bar staff will be overwhelmed on that day. This is because there will be many festivities that will be taking place on that day. It is important, then, to have volunteers who will be tasked with assisting the bar staff. This is the reason why it is important to train the volunteers and the staff who will be working towards the event. They will be able to understand how to handle the guests who will attend the event.
Impact of the event
The event will have a great impact to the community. This is because it will leave a legacy for the future organizers of such events. One thing that will be clear with the event is that there will be an example and good impression for potential clients. It will serve as a marketing tool for the university as the handling and the hospitality that will be accorded to the first years will be something that the first years will reckon with. There will be a legacy regarding how first years are treated in the university and the event will serve to leave a good legacy in the university.
Another impact that will be got from the event is how staff will be treated. The handling of the event will have a great impact on the outcome of the event. Since there will be many volunteers, the image that they get from the event will have a great impact to the community and to the whole university.
Since this is the first event that will be done for the first years, there will be the need to leave a legacy that will be used to remember the achievement of this event. The other event organizers will use this event as a benchmark. It is important to ensure that the planning process and the goals are achieved. The processes and the procedures that will be followed in this process will have to be planned effectively and on time. The legacy will have to be maintained and set for future references for Christmas ball events.
Recommendation
The recommendation for the staff in this paper and in the planning of the event is to have training for the staff. This will make them have the necessary skills that will enable effective delivery of services. There will be the need to train volunteers in the different fields and areas regarding the handling of the event process that is undertaken in that area. The dj and doorman will also be required to have courtesy in handling the guests. The dj will be trained to have the interests of the guests while choosing the songs. This will make them feel they have a role in the whole process. The door man will also have to be trained on how to handle gate crushers. They should be handled with courtesy.
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