When you are onsite at a meeting or event, third-party contractors often play key roles ensuring successful execution. They also represent important players when an unplanned incident impacts your meeting or your participants. Set up your contractors and third-party staff members for success by utilizing the following best practices.
Be Clear
First, specify your expectations of performance, roles, skills, qualifications, certifications and performance measurement in your contracts.
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Set high standards and hold contractors to them
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Ensure contractors know what your expectations and standards when they apply or respond to an RFP
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Keep an eye out for subcontracting
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Conduct due diligence on potential contractors
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Require references and check them
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Work with venue administration to ensure purchasing rules and procedures are in compliance
Set expectations, standards, knowledge and performance ahead of time to avoid poor results and legal issues. Specify the who, what, when, where and how; if there is a dispute the venue will have the legal basis to hold them accountable. Be specific regarding contract items. List training requirements, uniform and code of conduct as part of the contract, and hold staff accountable to the standards you set forth in your contracts.
Assign a supervisor to observe and evaluate overall staff performance during your event, as well.
Document Everything
Obtain documentation for third-party vendors on an annual basis. Include the following to protect your organization—and maintain copies.
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Proof of background checks
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Proof of liability insurance/bonding
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Proof of workers’ compensation insurance
Ensure that non-law enforcement security staff at your venue are licensed and/or certified by a regulatory body. Keep track of licensing and certification renewals to ensure they remain valid/current for contract services. If these aren’t up to date, they may invalidate insurance coverage.
Train Together
Ensure contracted staff members are familiar with the venue and understand policies and procedures.
Integrate third-party contractors into planning, training and your unified command structure. Avoid an “us and them” mentality; it’s best if they participate in exercises. They can’t help your attendees if they do not know the layout of the space.
