by Lisa Grimaldi | July 01, 2004

This checklist was compiled with the help of Dawn Penfold, CMP, president of the Incentive Network, the Meeting Candidate Network (both of which can be contacted at www.meetingjobs.com) and the Meeting Temp Job Network (www.meetingtempjobs.com), all in New York City.
 
DETERMINING NEEDS

  • For what reason is the temp needed (i.e., to help during a busy time or to replace an employee on vacation)? 
  • For how long will the temp be needed? 
  • What is the budget for hiring a temp? 
  • Has the position been cleared with proper authorities? 
  • To whom will the temp be reporting? 
  • Is there a chance the position will become permanent?
  • Will the temp have decision-making responsibilities?
  • DELEGATING 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/banquet event orders
  • 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 
  • On-site management 
  • Program planning 
  • Housing management
  • IDENTIFYING SKILLS

  • How many years of industry experience and what skills (financial, medical, corporate, association, incentive, trade show, etc.) are necessary? 
  • Is the temp required to have an industry certification? 
  • What computer programs must the temp know?
  • What other specific skills are required or preferred?
  • DETAILS TO DISCUSS 

  • What hours will the temp be expected to work? 
  • On what basis will the temp be paid (hourly, daily, weekly, monthly or per project)? 
  • 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 by the temp? 
  • 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? 
  • Are temps paid different rates for their time on site or on travel days? Is the fee based on a 40-hour work week? Are they paid for work extending beyond 40 hours per week? 
  • Can the temp work from a home office?
  • When on site for the meeting or event, should the temp identify herself as a member of the company or association? 
  • Does the temp have purchasing authority?
  • Does the temp have signing authority? If so, what is the amount limit?
  • Is the temp paid if the office is closed for holidays or natural disasters (blackouts, snowstorms, etc.)?
  • Is the temp entitled to workers’ compensation? Does the company have proper liability insurance to cover a temp?
  • Is the temp being paid through an agency, a search firm, or the company or association itself?
  • Notes: