When planning your event, ensure there are enough staff, volunteers or student ambassadors available to assist at the event. For more complex events, all event staff should receive a run sheet and list of tasks (for themselves and others), as well as a list of VIPs in attendance and who they should contact if they have any questions. It’s important to brief any staff on the day of the event too.
Depending on the size and type of event, be sure to assign staff to the following tasks:
check room set-up to ensure stage is correct, banners are set up, and the number of tables and chairs are correct
registration – meet and greet guests, hand out name badges and other materials, assist in the cloak room if required
ushering – meet and greet VIPs and escort to their reserved seating (two ushers per 60 guests is a good guide)
run through requirements with the venue staff, including timings and catering
run through requirements with audio-visual technicians
take care of the media and their requirements ensure catering is out on time and check the menus match what is on the event order
Ushers are also useful for greeting guests outside the venue, controlling crowd flow, ensuring rows and exits remain clear, escorting late attendees to their seats and assisting in emergencies or evacuations.
Marketing and External Relations’ Future Students team employs a range of students on each campus to help with promotional and recruitment activities. Subject to availability, these student ambassadors can be hired to work at events. If you wish to hire student ambassadors, please contact your local Future Students team.
Ensure that all event staff look presentable and professional and wear their ACU name tag or similar. Advise event staff, such as student ambassadors, what they should wear to an event, whether it be business attire or their branded ACU uniform.