The following checklist was compiled with the help of Dawn
Penfold, CMP, president of the Meeting Candidate Network, 245 E.
25th St., Suite 9C, New York, N.Y. 10010; www.meetingjobs.com
DETERMINING NEEDSFor what reason is the temp needed (i.e., to help during a busy
time, or to replace a person on leave or on vacation)?For how long will the temp be needed? What is the budget for this position? Has the position been cleared with proper managers? To whom will the temp be reporting?Is there a chance the position will become permanent? Will the temp have decision-making responsibilities?
Negotiation of vendor contracts Site selectionBudget and financial managementFood and beverage managementReport and evaluation managementSupervision of staff (part-time, full-time and on-site) Database managementGeneral correspondence Exhibit salesSpecial-event managementHospitality and recreation managementPromotion management Banquet event orders Attendee registrationOn-site managementProgram planning Housing management
Decide in advance which, if any, of the following tasks
the temp will be authorized to perform.
How many years of experience are required?What kind of industry experience is necessary (i.e.,
association, corporate, exhibit, financial, medical)?What computer programs must the temp know (i.e., meetings
software, Access, Excel, PowerPoint)? Must the temp be Mac- or PC-proficient?What other specific skills are required or preferred?
What hours will the temp be expected to work? On what basis (i.e., hourly, daily, weekly, monthly or per
project) will the temp be paid? Will the temp be considered a company employee or a private
contractor during the course of the assignment? How will reimbursement be handled for any travel expenses
incurred?Will the temp qualify for vacation, comp and/or sick time?Can the temp accept other assignments while working at the
company? Has the candidate provided references? Have they been
DETAILS TO DISCUSS
Provide a written contract to be signed by both parties. Arrange for adequate office space, an e-mail address and a
telephone extension. If the office building is secured by electronic locks, obtain a
key card for the temp.Provide background information about the company’s policies and
culture. Include information about work hours, flex-time policies,
dress code, parking procedures, rules regarding phone and e-mail
usage, VIPs with whom the temp will be interacting, and other
PREPARING FOR DAY ONE