by Lisa Grimaldi | May 01, 2007

The following checklist was compiled with the help of Dawn Penfold, CMP, president of New York City-based The Meeting Candidate Network, Inc. (;

Needs Assessment

  • For what reason is the temp needed (i.e., to take on a special project, help during a busy time, replace a person on leave or on vacation)?
  • For how long will the temp be needed?
  • What is the budget?
  • Has the position been cleared with proper authorities? Has required paperwork been completed?
  • To whom will the temp be reporting?
  • Is there a chance the position will become permanent?
  • 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
  • Registration
  • On-site marketing (i.e., handing out samples and/or brochures, etc.)
  • On-site information desk staffing
  • Report and evaluation management
  • Supervision of staff (part-time, full-time and on-site)
  • Database management
  • Brochure design
  • General correspondence
  • Exhibit sales
  • Special event management
  • Hospitality and recreation management
  • Promotion management
  • Banquet event orders
  • On-site management
  • Program planning
  • Housing management
  • Skills Set

  • How many years of experience are required?
  • What kind of industry experience is necessary (financial, medical, corporate, association, exhibit, etc.)?
  • What computer programs must the temp know?
  • 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?
  • What is the basis for the temp’s pay (hourly, daily, weekly, monthly or per project)?
  • Will the temp be considered a company employee or a private contractor during the course of assignment?
  • How will reimbursement be handled for any travel expenses the temp incurs?
  • 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?
  • Final Items

  • Have a contract drawn up; be sure it is signed by both
  • Make sure the temp has a comfortable and well-equipped work space. Be sure to provide a temporary e-mail address and a telephone extension.
  • Provide background information about the company’s policies and culture (i.e., dress code, parking procedures, rules regarding phone and e-mail usage, VIPs with whom the temp will be interacting, etc.).