Depending on the transportation
and parking needs of an event, it may be necessary to hire professional
drivers, traffic directors, parking lot attendants and parking lot security
guards. Consider the objectives of the event carefully, and then look
at the practical aspects, as these staffing costs can quickly become
a significant part of the budget.
Non-profit organizations may be able to use volunteers for these positions,
but it will be necessary to provide training and have the proper insurance
in place. Also, with volunteer help, no-shows can be problematic. It
is important to communicate the importance of the task and have a firm
commitment and a confirmation check-in shortly prior to the event.
When hiring professional drivers, make sure that the company supplying
them provides a copy of their driving record and valid
insurance with adequate third-party coverage. It is best to hire
parking lot attendants from the company that manages the lot, rather
than from a temp agency, as regular attendants will be familiar with
the procedures. Make sure that they are not on overtime. Traffic directors
are usually required to be either off-duty police officers or auxiliary
officers trained in traffic management. For events such as fundraising
walks, picnics, etc., it is often possible to use less expensive help.
In some areas, personal safety may be fine, but auto crimes can be high.
If this is a known factor, it is a good idea to hire extra security
for parking areas. A patrolling human and security dog team, followed
by paired guards on bicycles (more manoeuvrable than security cars and
faster than walking) are probably the most effective methods of deterring
break-ins.
| Ottawa Conventions.com
Event Planning 101
Chapter 5: Transportation
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