A good staff brief answers the questions people would otherwise ask you twenty times on event day: where do I park, what do I wear, where do I stand, who do I call. It turns a group of temporary workers into a team that knows the plan. This guide covers what to put in a staff brief, how long it should be and how to use it before and during an Atlanta event.
What goes in the brief
- Event name, date, venue address and a one-line description of the event.
- Arrival time, check-in point and who to report to.
- Parking or transit instructions, with the nearest entrance for staff.
- Dress code, including shoes and anything staff should bring.
- Schedule: doors, key moments, end time and breakdown.
- Each role, where it is stationed and what it covers.
- Break times and who covers each station.
- Contacts: floor manager, team leads and a backup number.
- What to do if something goes wrong: lost guests, medical issues, complaints.
Keep it short enough to read
A brief that runs to many pages will not be read on a phone in a parking lot. Aim for one or two pages, with the most important details at the top. Use headings and short lines rather than paragraphs. If a role needs more detail, such as a script for brand ambassadors or a check-in process for registration staff, put it in a separate short sheet for that team only.
A simple structure
| Section | What to include | Who needs it |
|---|---|---|
| The essentials | Date, address, arrival time, check-in point | Everyone |
| Getting there | Parking, transit, staff entrance | Everyone |
| Look | Dress code, badges, what to bring | Everyone |
| Run of show | Doors, key moments, end, breakdown | Everyone |
| Your role | Station, tasks, who you report to | Each team |
| If things go wrong | Contacts and simple steps | Everyone |
Make roles specific
The role section is where most briefs fall short. ‘Registration: check guests in’ leaves new staff guessing. ‘Registration: two people at the main entrance from 5:30, checking names on the tablet, handing out badges, sending VIPs to the host at the red rope’ tells them exactly what to do. Specific instructions reduce questions and make it easier for staff to cover for each other.
Tip: Include a simple map of the venue with stations, restrooms, the staff area and exits marked. A marked-up floor plan or a photo of the venue map works fine.
Atlanta details worth adding
Local details save trouble. If staff should avoid a particular garage because it fills early, say so. If the venue is near a MARTA station, name it and the walking route. For outdoor events in warm months, tell staff to bring water and sun protection and explain where shade and breaks will be. Our guide to Getting Staff to Atlanta Venues: Parking, Transit and Timing covers travel and parking.
Frequently asked questions
When should I send the brief?
About a week ahead, with a reminder the day before. That gives time for questions and for people to plan their travel.
Should I send it to agency staff directly?
Ask the agency. Some prefer to pass it on; others are happy for you to send it directly.
What about last-minute changes?
Send a short update rather than a new brief, and cover the change at the event-day briefing.
Using the brief on the day
Bring printed copies for team leads and have the file on your phone. Walk through the key points at the pre-event briefing instead of reading it aloud line by line. When questions come up during the event, point back to the brief so staff learn to use it. After the event, note what was missing and update your template for next time.
A reusable template
Most of a staff brief stays the same from event to event: the structure, the section headings, the problem-solving steps and many of the instructions. Save your brief as a template and update only what changes. This saves time and makes briefs more consistent, which helps staff who work several of your events find information quickly.
After each event, add anything that was missing. If staff kept asking where to charge phones, add a line about it. If a venue entrance caused confusion, add a photo next time. Small improvements build up, and within a few events your brief will answer almost every question before it is asked.
Consider a short version for the day itself: a single screen or card with arrival time, station, break time and the floor manager’s number. Staff can save it on their phones, and it is far quicker to check in a busy moment than the full brief.
Pair the brief with quick training: see Training Temporary Event Staff Quickly.