To organise a congress, a trade fair or any type of event is never easy. It requires a lot of time and dedication that everything goes perfect.
Many times the final results do not depend on us , but on the person that who is the face to the public, the HOSTESSES. They are the image and representatives of the company during an event, and thus are directly responsible for the way clients perceive our company and have a good remembrance of the event. It is fundamental to contract a good team of hostesses
Tip contributed by ACHE Azafatas y Traductores,a company dedicated to the services for all types of events, social events and promotions
We highlight 9 points to note:
To contract a good hostess agency
A good hostess agency must start by being the filter of personnel and in charge of training them. A good hostess is not borned but made. The languages, the protocol knowledge, values such as punctuality, courtesy, good presence, etc. are values that must be present. Make sure that the agency has taken care of this in order to avoid any surprises and above all, to deliver the service that corresponds to the client’s needs.
To contract a hostess co-ordinator
Sometimes this may imply an increase in the cost, but when you have more than 4 hostesses, it is fundamental. She will be the person in-charge of communicating to the rest of the group any variation or problem so that the client need not worry about talking to each one of the hostesses individually. She will also distribute the working hours and ensure that they are fulfilled and to communicate the possible complains, suggestions and compliments.
Meet with the hostesses at the event venue the day before
It is essential that they know the installations, see the technical materials and audiovisuals that will be used and where the different events will be held, etc. Any possible doubts can be resolved during this day rather than during the event.
Prepare various copies of attendees lists
During registration is the moment where there is most activity, everyone arrives at the same time. To speed up the identification process, prepare an attendee list in alphabetical order and make various copies so that various hostesses can handle the process at the same time. You can unified the lists later.
Prepare the table seating plan of the speakers and give a copy to the hostesses
In this way, the hostess knows from the start the order of the event and the location of each speaker at the table and can the changes of the identification cards quickly between presentations and accompany the speakers to their assigned seats.
Designate and inform, who are the persons to go to in case of changes, additional information, etc.
If an attendee wants to contact someone of the organisation or if the hostess has any doubt, she can go directly to the person in-charge without wasting any time to find out who is the correct person to approach.
Prepare personalised name tags for the hostesses
The most normal way is to include the company or event logo with the name of the hostess. This facilitates the contact between the hostesses and the attendees, making it more personal. It will be easier for the attendees and the organisers to identify a hostess who has attended to them earlier and who has previous knowledge of the situation.
Inform the group of hostesses everything concerning the congress
If the hostess knows perfectly the program, the possible variations, etc, she will be able to give the correct information and avoid confusion and wastage of time when someone has a doubt.
Take point of all the possible last-minute changes, set ups and make sure the hostesses are aware of them
When something anticipated happens, the reaction of the entire team should be quick and efficient as they will know what need to be done and how to react to these situations. This resolves many last-minute problems even before the attendees can realise them.
Tip contributed by ACHE Azafatas y Traductores