For one, it gives you the ability to quickly look up all booked events by day, week, month, and year. Each booked event will include information about the guest of honor, guest list, and so much more. As a facility, this allows you and your team to prepare accordingly.
You can also ask your guests to add any additional information, such as whether they have any allergies or if they're in need of special accommodations.
2. Require Adherence to Safety Standards
Make sure your point-of-contact for each party is aware of your safety protocols.
Here are a few examples of standards you can require your guests to adhere to:
Set deadlines for headcounts and special requests.
This doesn't have to be a "no exceptions" rule, but you want to set expectations and inform your staff of any accommodations ahead of time.
It will be near impossible for your team to adequately prepare for each event and avoid potential crises if there are too many last-minute requests.
Make sure the chaperone-to-child ratio is appropriate.
If you're hosting any events where the majority of attendees are children, make sure you follow any chaperone-to-child ratios mandated by your state or research what is appropriate. Communicate to your customer early on what is required.
Then, discuss with your leadership team and event staff in case more team members might have to step in to manage the party or event.
Require your guests and employees to sign a digital waiver and code of conduct form.
A key component of event safety is to make sure your company is protected too.
Depending on how much risk is involved with the activities at your FEC or event venue, there's always a possibility for things to go awry. You might experience medical emergencies, inappropriate guest behavior, on-the-job accidents, and the list goes on.
Digital waivers and forms save everyone from wasting time in line before they're able to start the fun, especially if the event needs to start and end within a set timeframe.
Perform routine equipment maintenance.
Make sure your equipment is up-to-code and working properly.
The last thing you want is to have to cancel an event because your equipment is broken, or worse, end a party early because your guests can't enjoy the facility.
Communicate any COVID-related protocols.
If state mandates require masks, social distancing, or temperature checks, be sure to communicate this to your guests in advance and highlight what your facility is doing to keep everyone safe.
You may want to add this information to your digital waiver and definitely to your website. Be sure to also have a staff member go over any rules with your customer the day of the party.
3. Choose and Prepare Your Staff for Each Event
Learn the strengths and weaknesses of each of your staff and schedule the right team to host parties. Be sure to schedule seasoned workers on the same shift as new additions.
Adequate staffing reduces the risk of workplace accidents and helps with employee retention. When understaffed, employees feel stressed, rushed, and lacking in support from you. They're more likely to make mistakes under these circumstances. Events are safer and run more smoothly when you have enough people on board.
Be sure to host a quick team meeting at the start of the day to make sure everyone is prepped.
Were the tips in this article helpful? Let us know in the comments below!
Waivers allow you to communicate your facility rules and expectations to customers. They can also help speed up the check-in process, protect your business, and function as another way for you to capture data about your guests.
In our eBook, you'll discover:
The many benefits of using digital waivers.
How to use digital waivers to capture customer data.
Current state laws and statutes on pre-event waivers, releases, and electronic agreements.
Click on the image below to download this eBook today!