Trade fair, event or conference? Why is standby planning so important?

Stand-by planning: prevention is better than cure.

Summary

TRUST Promotion always advises event clients to prophylactically overbook the important factor of trade fair personnel in order to reduce risks. Qualified Personnel with experience, hard-working and motivated, is difficult to find at short notice at a popular trade fair and event location.

Table of contents

• Trade fair, Event or conference: Why is stand-by planning so important?
• Speaking of which: Have you thought about booking stand-by exhibition assistants, hosts/hostesses?
• Stand-by planning: "The clever man builds ahead!" (William Tell)
• Personnel cancellation shortly before the event? As a rule - no problem.
• The early booking of standby personnel cushions the impact of cancellations in trade fair support
• What does stand-by staff actually mean in the literal sense?
• Organisers can also overshoot the "target!"
• 90 per cent of host and hostess assignments are carried out by students

Trade fair, event or conference: Why is stand-by planning so important?

Event, trade fair, event - careful preparation ensures success! For you as an exhibitor, promoter or organiser, trade fair days are among the most stressful days of the business year. In addition to technology, stand construction, event design and content, one key aspect is often neglected: the human factor. At business events and trade fair appearances, the visitors' gut feeling decides whether the event is a top or a flop. The expectations for smooth organisation and excellent, hospitable service are correspondingly high.

Speaking of which: Have you thought about booking stand-by exhibition assistants, hosts/hostesses?

In addition to the visual appearance of the event, visitors and guests react positively to social stimuli, an open welcome and friendly interaction. Visitors and customers want to be looked after. Smart trade fair operators, exhibitors, organisers and event managers take this to heart, not least when booking trade fair assistants, stand support, hosts, hostesses, service staff and promoters carefully and with foresight.

Stand-by planning: "The clever man builds ahead!" (William Tell)

This principle applies in particular to all those who are responsible for trade fairs, major events or a conference. If it only becomes apparent during the last tour that the "host and hostess" booking contingent is too small, the promotion agency in charge can often remedy the situation. It plans for a surplus of booked trade fair staff at an early stage so that it can react quickly in the interests of the customer in the event of an acute cancellation. A reliable empirical value is a rate of 5 % to 10 % absenteeism in staffing for major events; in times of rampant influenza viruses, this can climb even higher.

Personnel cancellation shortly before the event? As a rule - no problem.

Organisers and customers are always well advised to book stand-by staff in order to minimise the risk of an open position. In an emergency, the Agency The agency can quickly call on replacements from the existing pool of employees. However, one risk remains: at peak times, even the agency's own pool of staff can be exhausted. In addition, staff booked at short notice are not as well briefed as stand-by hosts/essesAnother problem is that the outfits provided do not fit perfectly. It therefore makes a lot of sense to decide in favour of stand-by promoters at the planning and booking stage.

The early booking of standby personnel cushions the impact of cancellations in trade fair support

There are many reasons for staff absence at short notice: sudden illness, accident, family emergency or other serious impediments and many more. In the event of a complete "no-show", contractual penalties are provided for - no one is likely to fail to fulfil their duties for a trivial reason. It is true that employees at reputable agencies will not be able to work without Casting The reasons why participation was not possible range from dog bites to railway strikes.

What does stand-by staff actually mean in the literal sense?

You know it from standby flights - where you are on the current waiting list and only get to fly when a seat becomes available at short notice. In terms of personnel planning, there are now two scenarios:

1. The stand-by hostesses appear like the rest of the Personnel briefed on the spot. If required and deployed, they are dressed and integrated into the team or - if there is no cancellation, they receive their stand-by allowance and a day off. Your advantage as an organiser: a good feeling - right from the start.
2. The alternative: the stand-by hostesses are called in case of cancellation - the stand-by fee is lower, but the event is understaffed at the beginning.

Organisers can also overshoot the "target!"

Smooth cooperation with the booked trade fair staff is, like everything in life, determined by a sense of proportion and goodwill on both sides. Organisers should therefore ensure from the outset that they do not expect or demand any services from hostesses, promoters or trade fair assistants that could overstep the mark: Clothing that is too thin in icy winter air, for example, is a no-go, as are sexist innuendos or depictions that go beyond the scope of the agreed trade fair presentation. A relationship based on partnership between civilised, intelligent people ensures the optimum success of the event - and avoids any last-minute cancellations by trade fair hosts and hostesses, who will defend themselves against inappropriate and unreasonable expectations on the part of the client.

90 per cent of host and hostess assignments are carried out by students

A classic Second jobThis is a job that can be easily combined with studies and training and where open-minded, intelligent people with the ability to deal with a wide variety of people will find satisfaction. Standby personnel are remunerated with a standby flat rate of between EUR 25 and EUR 40, depending on the purpose and organisation of the assignment. If they are deployed within the standby obligation, they receive remuneration based on the number of hours and the predetermined hourly fee.

What can TRUST Promotion do for you as an organiser?

Trust Promotion designs, realises and accompanies events, promotions, functions, congresses, anniversaries and trade fair appearances and ensures excellent personnel support in the areas of trade fair assistance, reception and stand personnel, service staff, promoters, hosts and hostesses with sustainable personnel know-how and reliable personnel placement. Read more about this in our upcoming blog entry.