Event temporary staffing supplier brief template

Brief the work, not just the number of people

Download the editable temporary staffing supplier brief (Markdown, English)

List each role, tasks, location, shift and essential skills or authorizations. Separate guest-facing work from specialist safety, security or technical duties. Tell the supplier what the worker needs to know before accepting and which current site risks and controls the venue will explain. Do not use an unsupported guests-per-worker ratio.[1][2]

Agree agency and site handoffs

Name the supplier contact, event supervisor and person who confirms arrival. Record who provides the role brief, site induction, equipment, breaks and reporting route for concerns. Share the current event plan and escalation chain with people who need it. Ask qualified local advisers to confirm employment and contract responsibilities rather than assuming the supplier handles every duty.[1][3]

Approve substitutions before redeployment

State how absence is reported, who proposes a replacement, how required skills are checked and who authorizes the revised assignment. A backup name is not proof that a suitable person is available. If no approved replacement arrives, log the coverage gap and change the operation using the event lead’s decision process; do not silently move an unbriefed person into a critical role.[1][2]

Reconcile presence and work completed

At arrival and end of shift, compare booked role, actual person, time, supervisor sign-off and any handover or incident note. Resolve discrepancies with the supplier before invoice approval. Keep worker personal information only in the authorized personnel system; the shared operations log can use an ID and contact route. Review lessons with the supplier before the next event.[1]