How To Make Your Assistants More Helpful

If you are hiring or working with an assistant for your events, take time to prepare your assistant and communicate as much as possible before and during the wedding or event. The more information and details your assistant has in advance, the better prepared they can be for the event.

Prior to each event, confirm these details with your assistant(s):

What is the pay rate? Will the assistant be paid hourly or a flat rate? How soon after the event will he or she be paid?
How much time is the assistant expected to work at the event? What is the approximate start and end time for the assistant?
What type of tasks is the assistant expected to perform?
What kind of clothing and shoes should the assistant wear to the event? Should he or she bring different clothes for setup?
Will the assistant ride with you to the event or meet you there?
Do you expect your assistant to be present at any meetings prior to the event?
Will you send event schedules prior to the event for your assistant to review?

On the day of the event, help your assistant do the best job possible by doing these tasks:

Introduce your assistant to your clients and to the other vendors upon arrival
Give your assistant a quick tour of the venue space and discuss the room layout
Give your assistant a printed task list and copies of the event schedules for the day
Discuss the flow of the event and where you expect your assistant to help
Determine the most important tasks for your assistant to start working on immediately

These checklists are important whether you are hiring contractors or employees to help with your events. It is important to set the expectations up front with your staff and have a solid contractor or employee agreement in place to protect yourself.

If you need help finding assistants for your events or just building your event planning team in general, ask other planners and vendors for recommendations and announce on your website and social media that you are accepting inquiries for a part-time assistant.

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