Organiser Onboarding Checklist

Organiser Onboarding Process

Are you looking for help setting up a staff orientation process so that when your new Organiser starts their role, they can learn about their responsibilities and your company as quickly as possible? Whether you’re keen to use buddy onboarding, want to automate your Event Planning onboarding experience or just need an onboarding checklist for your new Organiser, you’re in the right place. We’ve put together a sample Organiser onboarding checklist below and have created onboarding templates & resources to help.

Organiser Onboarding Checklist

1. Introduction to company culture and values: The task involves providing the new organiser with an overview of the company’s culture, values, and mission. This helps them understand the company’s core principles and align their work accordingly. The HR department or a designated company representative typically performs this task.

2. Familiarization with company policies and procedures: This task involves providing the new organiser with a comprehensive understanding of the company’s policies and procedures. This includes policies related to attendance, leave, code of conduct, and any other relevant guidelines. The HR department is responsible for conducting this task.

3. Introduction to the event planning team: The new organiser should be introduced to their colleagues and team members in the event planning department. This helps foster a sense of belonging and encourages collaboration. The team lead or manager typically performs this task.

4. Review of past events and projects: The new organiser should be given the opportunity to review past events and projects executed by the company. This allows them to gain insights into the company’s event planning style, client preferences, and successful strategies. The team lead or a senior member of the event planning team usually performs this task.

5. Training on event planning software and tools: The new organiser should receive training on the event planning software and tools used by the company. This includes learning how to create event timelines, manage guest lists, and track budgets. The IT department or a designated software trainer typically performs this task.

6. Introduction to key stakeholders and clients: The new organiser should be introduced to key stakeholders and clients with whom they will be working closely. This helps establish relationships and ensures effective communication. The team lead or a senior member of the event planning team usually performs this task.

7. Shadowing experienced organisers: The new organiser should have the opportunity to shadow experienced organisers during the planning and execution of events. This allows them to observe best practices, learn from real-life scenarios, and gain hands-on experience. The team lead or a senior member of the event planning team typically arranges this task.

8. Review of event planning templates and resources: The new organiser should be provided with access to event planning templates, checklists, and resources that have been developed by the company. This helps streamline their work and ensures consistency in event planning processes. The team lead or a designated resource manager typically performs this task.

9. Introduction to vendors and suppliers: The new organiser should be introduced to the company’s preferred vendors and suppliers. This includes caterers, decorators, audiovisual technicians, and other service providers. The team lead or a senior member of the event planning team usually arranges these introductions.

10. Review of health and safety protocols: The new organiser should receive training on health and safety protocols specific to event planning. This includes understanding emergency procedures, risk assessment, and ensuring compliance with relevant regulations. The HR department or a designated safety officer typically performs this task.

11. Introduction to event venues and facilities: The new organiser should be familiarized with the event venues and facilities commonly used by the company. This includes understanding the layout, technical capabilities, and any specific requirements for each venue. The team lead or a senior member of the event planning team usually arranges this task.

12. Review of event planning budgeting and financial processes: The new organiser should receive training on the company’s event planning budgeting and financial processes. This includes understanding how to create and manage budgets, track expenses, and process invoices. The finance department or a designated financial officer typically performs this task.

13. Introduction to event marketing and promotion strategies: The new organiser should be introduced to the company’s event marketing and promotion strategies. This includes understanding how to create event marketing plans, utilize social media platforms, and collaborate with the marketing team. The marketing department or a designated marketing officer typically performs this task.

14. Review of event planning timelines and milestones: The new organiser should be provided with an overview of event planning timelines and milestones. This helps them understand the critical path and ensures they can effectively manage tasks and deadlines. The team lead or a senior member of the event planning team usually arranges this task.

15. Introduction to event planning software and technology: The new organiser should be introduced to any specific event planning software and technology used by the company. This includes learning how to use registration systems, event management platforms, and virtual event tools. The IT department or a designated software trainer typically performs this task.

16. Review of event planning best practices and industry trends: The new organiser should be provided with resources and materials that highlight event planning best practices and industry trends. This helps them stay updated with the latest techniques and strategies in the field. The team lead or a senior member of the event planning team typically arranges this task.

17. Introduction to event planning templates and contracts: The new organiser should be familiarized with the company’s event planning templates and contracts. This includes understanding how to customize contracts, negotiate terms, and ensure legal compliance. The legal department or a designated contracts manager typically performs this task.

18. Review of event planning logistics and coordination: The new organiser should receive training on event planning logistics and coordination. This includes understanding how to manage transportation, accommodation, and other logistical aspects of events. The team lead or a senior member of the event planning team usually arranges this task.

19. Introduction to event planning industry associations and networks: The new organiser should be introduced to relevant event planning industry associations and networks. This allows them to expand their professional network, attend industry events, and stay connected with peers in the field. The team lead or a senior member of the event planning team typically arranges this task.

20. Performance expectations and goal setting: The new organiser should have a clear understanding of their performance expectations and goals. This includes discussing key performance indicators, targets, and any specific metrics used to evaluate their performance. The team lead or manager typically performs this task

Setting Up Your Employee Onboarding Process

From reading through the items in the example Organiser checklist above, you’ll now have an idea of how you can apply best practices to getting your new Organiser up to speed and working well in your Event Planning team. Scroll up to see the link to our onboarding templates & resources or get in touch to discuss getting help setting up your systems and processes in this area.