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The Care & Feeding of Your On-site Event Team
By Jack Thompson, CMP, CEM, President, EXPOexpert, Inc.
In the world of face-to-face event marketing, working on-site is both an exciting and rewarding
culmination of a tremendous amount of pre-planning work, as well as something that can take a
psychological, emotional and physical toll on you and/or your staff. It’s important that as a trade
show executive, you prepare your staff for on-site event work. While some managers may liken
it to going to war, I think about it like preparing to play a sporting event. Here are some thoughts
in regard to preparing your staff (and perhaps yourself) when you travel and go on-site…set to
song title analogies which came to mind while writing this.
On the Road Again (Willie Nelson)
Certainly anyone who travels knows what a pain airports are. Tell
your staff to do themselves a favor and allow lots of time to get to the airport and get through
security. And if they have a long flight and know they’re going to hit the ground running when
they get there, suggest that they get something to eat before they take off so they’re not starving
when they arrive.
I realize this is harder to suggest to the ladies, but if possible (unless you allow for hotel
laundry/dry cleaning) suggest that they pack lightly. I read recently in a magazine about how
many people (both guys and gals) make a point to create several outfits out of a few basic pieces
of clothing. Sounds like mixing & matching & accessorizing at its finest. In any case, tell your
lead managers to tell your staff that if they hang things up at night, and perhaps ask for an iron in
their room, they can wear outer clothing like pants/skirts and jackets/blazers more than once. As
you know from your own travels, the fewer bags you have to lug around the country (or world)
and keep track of the better.
These Boots Are Made for Walking (Nancy Sinatra)
I know much of what I’m writing will seem like common sense to
most of you, but it’s amazing to me how many people who I’ve worked with who don’t
understand the importance of taking care of their feet. I have seen everything from guys showing
up on-site with brand new leather soled shoes (think ouch…blisters!), to women prancing around
exhibit halls in three-inch pumps (again…think ouch and mangled toes). Tell your staff to take
care of themselves (and their feet) and wear comfortable shoes. During set-up and tear
down…let them know it's okay to wear gym shoes. During the event, there are several well
known shoe brands which manufacture styles for people who are on their feet a lot. I personally
like Ecco shoes. I have a both a black and a brown pair of nice comfortable, not too military
looking leather shoes. They’re expensive (around $175-200 a pair), but are light, well made, and
super comfortable right out of the box. Ecco makes women’s shoes too. Another brand for
women is Naturalizers. And in terms of style, a “wedge” gives you a little height and is more
comfortable and easier to walk in. Jeez, and I always thought a wedge was something you used
from about 100 yards out, or from a sand trap. This just goes to show that you can learn
something new every day.
Lastly, here are a couple of final little tips your can share with your team about in
regard to their tootsies. If by chance a young staffer is going to wear new shoes for some number
of days at an event, suggest that they bring along a product which can be purchased at almost any
drug store called “Body Glide.” They can put it on their heels or toes before they put on their
socks to prevent blisters. As well, you can suggest they consider get gel insoles for their shoes.
And, if all else fails and if one of your staff get blisters on-site, the best thing they can do is to
use a Doctor Scholl’s product called Mole Skin. It’s an adhesive pad for your feet…thicker than
band aids, which will cover a blister and allow you to walk pretty much pain free.
In My Room (The Beach Boys)
If your staff is going to be staying in a hotel or corporate apartment for
more than a couple of days, I’ve already mentioned that you might want to suggest that they ask
for an iron/ironing board. If they can get a mini-refrigerator from housekeeping, that’s always
handy too. That way, they can go to a local grocery or convenience store and stock up on some
items for their room. Certainly snacks and a bottle of wine or beer are nice, but if you can
suggest can get some fruit or healthier type food items…that’s obviously even better. If they
have an iPod or MP3 player, bring it. Most hotels now have radio/alarm clocks with some sort of
auxiliary plug-in for them. This is especially handy when travelling to smaller city with crummy
radio stations and/or radio reception. And of course, a laptop, iPad and/or a Smartphone have all
kinds of nice advantages which your staffers can use in their rooms.
Although unfortunately I personally have not gotten into exercising or
running on-site, many show organizers do. Suggest that your staff take advantage of a hotel’s
work out facilities while they are travelling. If they have the energy left at the end of the day (or
perhaps before they start their day), and they feel so inclined…what the heck, they should go for
it.
Don’t Bring a Knife to a Gunfight (Artist unknown…but you have to believe some
country/western star has written a song about it)
Undoubtedly, you wouldn’t want to bring a knife to a gunfight, but
it’s not a bad idea to recommend that your staffers bring one to the move-in of an event. In
today’s environment, we all know we are not allowed to bring knives in carry-on luggage on
airplanes. However, having something sharp on-site to open boxes, help exhibitors/customers
with their boxes, etc., is a good thing. I personally pack a “Leatherman” all-purpose tool in my
checked luggage. It’s both a knife and pliers, both of which are handy. It also has about a half
dozen other implements which I never use, but hey you never know when they might be useful.
In any case, it has served me (and my clients and their customers) well on-site over the years at
literally hundreds of events.
Wasted Away Again in Margaritaville (Jimmy Buffett)
Do your team a huge favor and suggest (or consider setting a policy) that they try
to limit their alcohol intake to a couple of drinks per evening, max. They’ll sleep better and feel
more rested in the morning. I’ve certainly been there, done that, and gotten the t-shirt with this
one. Nothing makes for a long, miserable day than a hangover on-site at an event.
Sweet Dreams Are Made of This (Eurythmics)
As an employer, you need to be a little careful with this one, but if any of your staffers have
difficulty sleeping away from home, you may want to suggest that they try taking Melatonin. It’s
an over-the-counter natural sleep aid which comes in tablet form, and many airline pilots who
travel through different time zones swear by it. I’ve tried it and it does make you feel a little
drowsy at bed time and has helped me get to sleep.
Oh Won’t You Stay…Just a Little Bit Longer (Jackson Browne)
Long hours are just an unavoidable part of an event organizer’s on-site experience. There’s
nothing as lonely as being awake, showered and walking to show site at 5:30am. It’s typically
still dark and it’s you, the birds, the cabbies and maybe an occasional bum or two. And, if you
don’t have a coffee machine in your room to make that pitiful single serving of weak hotel room
Joe, or can’t find a place open to buy a regular cup of coffee, then you’re really up the creek.
I think the most important thing your should suggest to your team to do on-site
is to pace themselves. For the most part, their bodies will tell them what they need. Let them
know it's okay to take a break and get off of their feet when they feel tired. While we’re walking
around working, we all actually perspire (women too) and lose more body fluid than we think we
do. Most of us gravitate towards the coffee, but it’s a mild diuretic and may dehydrate us a little.
I know this sounds cliché, but you should tell your staff to try to drink as much water (and/or
fruit juice if it’s available) as they can. As well, when you’re all on the road, try to eat as healthy
as possible…or try to eat as close to what you normally eat at home. I know sometimes when
I’m on-site, I’d much rather have a homemade peanut butter and jelly sandwich than what the
facility catering stand has prepared.
Another thing to consider when an event runs during the day…followed by an evening
function…consider scheduling staff in shifts. I recently worked with a client and the entire staff
was there from approximately 8:00am until 6:00pm, and then most of them had to work at an
evening function from 9:00pm until Midnight. Although they got some time off between 6:00pm
and 9:00pm, another way to have handled staffing would have been to have some number of the
staff start that day at 1:00pm and work the afternoon and evening function, and have the other
staff personnel not be required to go to the evening function. Of course this all depends on the
number of available staff, and if there is a budget to perhaps hire temporary help to fill-in, etc.
Bottom line is this: If there’s a way to keep your staff from getting burned out from working too
many hours on-site…try to implement it. Oh, and although I’ve heard it does give you a boost,
drinking a “five-hour” energy drink is not the answer to this dilemma!
It’s All Over Now (The Rolling Stones); Respect (Aretha Franklin) and Turn the Page (Bob
Seeger and the Silver Bullet Band)
As an event is coming to a close, I always try to suggest to the staff to do a
few simple things. If possible, I suggest that they pack their suitcases the evening before they're
going to be traveling. I’ve tried packing the morning of my departure, but have found it only
leads to unnecessary stress…especially when you’re tired. As well, I try to suggest to my staffers
to reorganize all the notes they've written. Whether they’re “to do’s” or suggestions for
improving the event, invariably for me they’re on several pieces of paper and napkins. So, I try
to consolidate them before I leave the event site so they make sense when I get back home and to
the office.
And lastly, (although there’s many other things to do such as reviewing bills with various
suppliers, thanking customers, etc.), if there's time, consider treating your staff to a nice meal and
a massage. It’s a great way to relax and say thank you for a job well done.

Contenu connexe

The Care and Feeding of Your On-site Event Team

  • 1. The Care & Feeding of Your On-site Event Team By Jack Thompson, CMP, CEM, President, EXPOexpert, Inc. In the world of face-to-face event marketing, working on-site is both an exciting and rewarding culmination of a tremendous amount of pre-planning work, as well as something that can take a psychological, emotional and physical toll on you and/or your staff. It’s important that as a trade show executive, you prepare your staff for on-site event work. While some managers may liken it to going to war, I think about it like preparing to play a sporting event. Here are some thoughts in regard to preparing your staff (and perhaps yourself) when you travel and go on-site…set to song title analogies which came to mind while writing this. On the Road Again (Willie Nelson) Certainly anyone who travels knows what a pain airports are. Tell your staff to do themselves a favor and allow lots of time to get to the airport and get through security. And if they have a long flight and know they’re going to hit the ground running when they get there, suggest that they get something to eat before they take off so they’re not starving when they arrive. I realize this is harder to suggest to the ladies, but if possible (unless you allow for hotel laundry/dry cleaning) suggest that they pack lightly. I read recently in a magazine about how many people (both guys and gals) make a point to create several outfits out of a few basic pieces of clothing. Sounds like mixing & matching & accessorizing at its finest. In any case, tell your lead managers to tell your staff that if they hang things up at night, and perhaps ask for an iron in their room, they can wear outer clothing like pants/skirts and jackets/blazers more than once. As you know from your own travels, the fewer bags you have to lug around the country (or world) and keep track of the better. These Boots Are Made for Walking (Nancy Sinatra) I know much of what I’m writing will seem like common sense to most of you, but it’s amazing to me how many people who I’ve worked with who don’t understand the importance of taking care of their feet. I have seen everything from guys showing up on-site with brand new leather soled shoes (think ouch…blisters!), to women prancing around exhibit halls in three-inch pumps (again…think ouch and mangled toes). Tell your staff to take
  • 2. care of themselves (and their feet) and wear comfortable shoes. During set-up and tear down…let them know it's okay to wear gym shoes. During the event, there are several well known shoe brands which manufacture styles for people who are on their feet a lot. I personally like Ecco shoes. I have a both a black and a brown pair of nice comfortable, not too military looking leather shoes. They’re expensive (around $175-200 a pair), but are light, well made, and super comfortable right out of the box. Ecco makes women’s shoes too. Another brand for women is Naturalizers. And in terms of style, a “wedge” gives you a little height and is more comfortable and easier to walk in. Jeez, and I always thought a wedge was something you used from about 100 yards out, or from a sand trap. This just goes to show that you can learn something new every day. Lastly, here are a couple of final little tips your can share with your team about in regard to their tootsies. If by chance a young staffer is going to wear new shoes for some number of days at an event, suggest that they bring along a product which can be purchased at almost any drug store called “Body Glide.” They can put it on their heels or toes before they put on their socks to prevent blisters. As well, you can suggest they consider get gel insoles for their shoes. And, if all else fails and if one of your staff get blisters on-site, the best thing they can do is to use a Doctor Scholl’s product called Mole Skin. It’s an adhesive pad for your feet…thicker than band aids, which will cover a blister and allow you to walk pretty much pain free. In My Room (The Beach Boys) If your staff is going to be staying in a hotel or corporate apartment for more than a couple of days, I’ve already mentioned that you might want to suggest that they ask for an iron/ironing board. If they can get a mini-refrigerator from housekeeping, that’s always handy too. That way, they can go to a local grocery or convenience store and stock up on some items for their room. Certainly snacks and a bottle of wine or beer are nice, but if you can suggest can get some fruit or healthier type food items…that’s obviously even better. If they have an iPod or MP3 player, bring it. Most hotels now have radio/alarm clocks with some sort of auxiliary plug-in for them. This is especially handy when travelling to smaller city with crummy radio stations and/or radio reception. And of course, a laptop, iPad and/or a Smartphone have all kinds of nice advantages which your staffers can use in their rooms.
  • 3. Although unfortunately I personally have not gotten into exercising or running on-site, many show organizers do. Suggest that your staff take advantage of a hotel’s work out facilities while they are travelling. If they have the energy left at the end of the day (or perhaps before they start their day), and they feel so inclined…what the heck, they should go for it. Don’t Bring a Knife to a Gunfight (Artist unknown…but you have to believe some country/western star has written a song about it) Undoubtedly, you wouldn’t want to bring a knife to a gunfight, but it’s not a bad idea to recommend that your staffers bring one to the move-in of an event. In today’s environment, we all know we are not allowed to bring knives in carry-on luggage on airplanes. However, having something sharp on-site to open boxes, help exhibitors/customers with their boxes, etc., is a good thing. I personally pack a “Leatherman” all-purpose tool in my checked luggage. It’s both a knife and pliers, both of which are handy. It also has about a half dozen other implements which I never use, but hey you never know when they might be useful. In any case, it has served me (and my clients and their customers) well on-site over the years at literally hundreds of events. Wasted Away Again in Margaritaville (Jimmy Buffett) Do your team a huge favor and suggest (or consider setting a policy) that they try to limit their alcohol intake to a couple of drinks per evening, max. They’ll sleep better and feel more rested in the morning. I’ve certainly been there, done that, and gotten the t-shirt with this one. Nothing makes for a long, miserable day than a hangover on-site at an event.
  • 4. Sweet Dreams Are Made of This (Eurythmics) As an employer, you need to be a little careful with this one, but if any of your staffers have difficulty sleeping away from home, you may want to suggest that they try taking Melatonin. It’s an over-the-counter natural sleep aid which comes in tablet form, and many airline pilots who travel through different time zones swear by it. I’ve tried it and it does make you feel a little drowsy at bed time and has helped me get to sleep. Oh Won’t You Stay…Just a Little Bit Longer (Jackson Browne) Long hours are just an unavoidable part of an event organizer’s on-site experience. There’s nothing as lonely as being awake, showered and walking to show site at 5:30am. It’s typically still dark and it’s you, the birds, the cabbies and maybe an occasional bum or two. And, if you don’t have a coffee machine in your room to make that pitiful single serving of weak hotel room Joe, or can’t find a place open to buy a regular cup of coffee, then you’re really up the creek. I think the most important thing your should suggest to your team to do on-site is to pace themselves. For the most part, their bodies will tell them what they need. Let them know it's okay to take a break and get off of their feet when they feel tired. While we’re walking around working, we all actually perspire (women too) and lose more body fluid than we think we do. Most of us gravitate towards the coffee, but it’s a mild diuretic and may dehydrate us a little. I know this sounds cliché, but you should tell your staff to try to drink as much water (and/or fruit juice if it’s available) as they can. As well, when you’re all on the road, try to eat as healthy as possible…or try to eat as close to what you normally eat at home. I know sometimes when I’m on-site, I’d much rather have a homemade peanut butter and jelly sandwich than what the facility catering stand has prepared. Another thing to consider when an event runs during the day…followed by an evening function…consider scheduling staff in shifts. I recently worked with a client and the entire staff was there from approximately 8:00am until 6:00pm, and then most of them had to work at an evening function from 9:00pm until Midnight. Although they got some time off between 6:00pm and 9:00pm, another way to have handled staffing would have been to have some number of the staff start that day at 1:00pm and work the afternoon and evening function, and have the other staff personnel not be required to go to the evening function. Of course this all depends on the number of available staff, and if there is a budget to perhaps hire temporary help to fill-in, etc. Bottom line is this: If there’s a way to keep your staff from getting burned out from working too many hours on-site…try to implement it. Oh, and although I’ve heard it does give you a boost, drinking a “five-hour” energy drink is not the answer to this dilemma!
  • 5. It’s All Over Now (The Rolling Stones); Respect (Aretha Franklin) and Turn the Page (Bob Seeger and the Silver Bullet Band) As an event is coming to a close, I always try to suggest to the staff to do a few simple things. If possible, I suggest that they pack their suitcases the evening before they're going to be traveling. I’ve tried packing the morning of my departure, but have found it only leads to unnecessary stress…especially when you’re tired. As well, I try to suggest to my staffers to reorganize all the notes they've written. Whether they’re “to do’s” or suggestions for improving the event, invariably for me they’re on several pieces of paper and napkins. So, I try to consolidate them before I leave the event site so they make sense when I get back home and to the office. And lastly, (although there’s many other things to do such as reviewing bills with various suppliers, thanking customers, etc.), if there's time, consider treating your staff to a nice meal and a massage. It’s a great way to relax and say thank you for a job well done.