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Process for booking Wave event staff

Writer's picture: Wave Staffing Editor Wave Staffing Editor




Here's our comprehensive process for booking Wave event staff, from initial contact to deposit payment:


Initial Contact and Event Discussion


1. Client Inquiry: We receive initial contact via email, website, directory listings and social media from the client regarding event staffing needs.


2. Preliminary Discussion: We schedule a call or meeting to discuss the event details, including:


- Date, time, and location of the event

- Type of event (e.g., corporate, wedding, festival)

- Estimated number of guests

- Venue specifics and any special requirements


3. Staff Requirements Assessment: We then determine the amount and type of staff needed based on the event details. This includes:


- Number of staff members required based on staff to guest ratio of 15:1

- Specific roles (e.g., servers, bartenders, greeters)

- Necessity for a Team Leader to oversee operations (for non University events)


Event Brief and Proposal


1. Detailed Event Brief: We create a clear and comprehensive brief outlining:


- Exact staff responsibilities and duties

- Dress code and appearance standards

- Schedule and shift durations

- Any specific skills or certifications required


2. Initial Proposal Development: In addition to the above we prepare a proposal including:


- Staffing breakdown (number and types of staff)

- Pricing structure including project management

- Team Leader role and responsibilities

- Any additional services or equipment needed


3. Proposal Submission: We send the initial proposal to the client for review.


Proposal Refinement and Booking Confirmation


1. Client Feedback: We receive and discuss any feedback or questions from the client regarding the proposal.


2. Proposal Adjustment: We make any necessary refinements to the proposal based on client input and any new information.


3. Final Proposal: We submit the revised proposal for client approval.


4. Booking Confirmation: Once the client agrees to the terms, we send a formal email booking confirmation. This should include:


- Final staff numbers and roles

- Confirmed event details

- Terms and conditions review

- Cancellation policy acknowledgement


Invoice and Deposit


1. Proforma Invoice Preparation: We generate a proforma invoice for 50% of the total booking cost as a deposit.


2. Invoice Submission: We then send the proforma invoice by email via

Freshbooks ( invoicing system) to the client, clearly stating it's for the 50% deposit.


3. Payment Instructions: We provide clear instructions for deposit payment, including accepted payment methods and due dates for deposit and full payments


4. Deposit Confirmation: Once the deposit is received, we fully schedule staff for the event.


5. Staff Allocation: We then begin the process of allocating staff for the event, including the designated Team Leader.


By following this process, you ensure a thorough and professional approach to booking event staff, from the initial inquiry to securing the booking with a deposit.


To book your next event staff follow the below link





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