The manpower requirements of a conference can be immense. Even in small, short conferences, many tasks need to be performed behind the scenes. Something as seemingly simple as inviting speakers, media, and guests require a dedicated team to contact these often busy, hard-to-reach people. For a large conference, the needs for manpower are proportionately higher as ushers, security, catering, logistics, and more need proper staffing.
Contrary to the myth of Malakas and Maganda, people aren’t found in bamboo or grow on trees. Unless your organization has people to spare, you need to recruit them. But how?
A simple, cost-effective method is to find volunteers. Conferences offer discussions that numerous people want to be in and they will help to make it happen. But you need to attract them.
Implement a Recruitment Drive
Many volunteers just need to know that an opening exists and you need their help. Fortunately, all you need to reach people in this age is a strong digital presence. Most people interested in your conference will be following your social media and checking your website for updates. Posting your need for volunteers will help you find them.
But finding enough individuals takes time. Approaching organizations such as schools, professional associations, and other groups that are interested would be much faster. Focus on groups that are part of your target participants and try to get them to help and not just come.
Don’t Forget Incentives
While good deeds are their own rewards, volunteers still need to be recognized and rewarded for their actions. Tailor the reward to their wants and your conference’s offerings. Freebies are always nice thanks but privileged access to your speakers or VIP guests can be an amazing payment that can encourage some to volunteer for your next event.
Volunteers are great but, most of the time, they won’t be able to provide specialized skills that your conference requires. You need to find people that you can entrust your conference. The most common and most important hire is the conference or event organizer. He or she will help you achieve your agenda and can gather the rest of the people for your team. Whether you need an organizer or lesser staff, here are four qualities that they need to exhibit.
Never underestimate the complexity that goes into a conference. It is not for the inexperienced. Pick people that have already organized or worked in a conference or event similar to what you want. Always check their case studies and repertoire.
In events, you won’t usually be hiring just one person; you’ll be hiring a team. It’s important to scrutinize key figures in the team and their ability to deliver.
The team that you hire won’t crash in your office everyday to work; they will have their own offices. But that can be worrying so it’s crucial for the team to have tools and processes for ease of communications. Learn how the team will keep you updated.
In the right hands, your conference is bound to succeed. Just make sure to find them.
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