by Martha Cooke | January 01, 2004

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 NEEDS

  • For 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?

  • OUTLINING TASKS
    Decide in advance which, if any, of the following tasks the temp will be authorized to perform.

  • Negotiation of vendor contracts 
  •  Site selection
  • Budget and financial management
  • Food and beverage management
  • Report and evaluation management
  • Supervision of staff (part-time, full-time and on-site) 
  • Database management
  • General correspondence 
  • Exhibit sales
  • Special-event management
  • Hospitality and recreation management
  • Promotion management 
  • Banquet event orders 
  • Attendee registration
  • On-site management
  • Program planning 
  • Housing management

  • IDENTIFYING SKILLS

  • 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?

  • DETAILS TO DISCUSS

  • 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 checked?

  • PREPARING FOR DAY ONE

  • 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 important information.
  • Notes: