You can recruit the best people in the industry, but if you do not brief and train them properly, their talent is wasted. A well-briefed team understands the event, knows their role, and can respond confidently to situations as they arise. A poorly briefed team hesitates, gives conflicting information to the public, and creates problems that better preparation would have prevented.
This guide covers how to plan and deliver effective briefings and training for event staff at any scale.
The difference between training and briefing
Training and briefing are related but distinct. Training develops skills and knowledge over a longer period. It might include customer service techniques, conflict de-escalation, first aid qualifications, or technical skills like sound engineering. Training typically happens well before the event and may involve external providers or formal qualifications.
Briefing is event-specific. It covers the details that are unique to this particular event: the site layout, the running order, the specific policies in place, the communication channels, and the emergency procedures. Briefings happen closer to the event, often on the day itself, and are delivered by the event management team.
Most events need both. The ratio of training to briefing depends on the complexity of the roles and the experience of the staff.
Pre-event training
For events with complex operational requirements, invest in pre-event training sessions. These should be held days or weeks before the event, giving staff time to absorb the information and ask questions.
Role-specific training
Each role has its own training requirements. Stewards need to understand crowd dynamics, communication protocols, and evacuation procedures. Bar staff need to understand licensing laws, the Challenge 25 policy, and the specific drinks menu and pricing. Ticket scanners need to know how the scanning equipment works, how to identify valid tickets, and what to do when a ticket does not scan. Production crew need to understand the technical setup, load-in/load-out procedures, and safety protocols for rigging and electrical work.
Do not assume experience equals competence. Even staff who have worked dozens of events need to be trained on the specifics of your event. Equipment, procedures, and site layouts vary from event to event, and assumptions based on past experience can be dangerous.
Safeguarding and welfare
All staff should receive safeguarding awareness training appropriate to their role. At minimum, this means understanding how to recognise and report concerns about children or vulnerable adults, the event's policy on lost children, and the procedure for escalating welfare concerns. For events that involve children, vulnerable adults, or overnight camping, more detailed safeguarding training is essential.
Health and safety
Every member of staff should understand the key health and safety arrangements for the event. This includes fire evacuation procedures, the location of first aid facilities, how to report hazards and incidents, manual handling guidance for roles that involve physical work, and personal protective equipment requirements. This training should be practical and specific, not a generic presentation that staff tune out of.
On-the-day briefings
The on-the-day briefing is your final opportunity to ensure everyone is aligned before the event begins. It should be concise, focused, and delivered with energy. A flat, monotone briefing that drones on for 45 minutes will lose people's attention and fail to communicate the important points.
Structure your briefing
A good event briefing follows a clear structure. Start with a welcome and introduction, covering who you are and what the event is about. Then move to practical details: the running order, site layout, and key timings. Cover the communication plan, including radio channels, phone numbers, and who to contact for different issues. Go through the emergency procedures, including evacuation routes, assembly points, and the command structure. Address role-specific information, whether in a combined briefing with breakout groups or in separate briefings by department. Finally, open the floor for questions.
Keep the core briefing to 15 to 20 minutes. If you cannot cover everything in that time, the briefing document is too complex and needs to be supplemented with written materials that staff can refer to during the event.
Briefing materials
Support your verbal briefing with written materials. A one or two page briefing sheet that summarises the key points is invaluable. Include a site map, the running order, key contact numbers, and a summary of emergency procedures. Laminated pocket cards work well for information that staff need to reference during the event. Digital versions accessible via phone are also useful, but do not rely solely on digital access as signal and battery life can be unreliable at events.
Cascading briefings for large events
For large events with hundreds of staff, you cannot brief everyone in one session. Use a cascading briefing structure. Brief your department heads and team leaders first, in detail. They then brief their teams, using a standardised briefing pack to ensure consistency. This approach scales well but requires discipline to ensure that the message does not degrade as it passes through layers.
Provide team leaders with a briefing script or checklist to follow. Check in with them after their briefings to confirm that the key messages have been delivered. This is especially relevant when coordinating with external staffing agencies whose team leaders may not be familiar with your event.
Dealing with late arrivals and changes
Not everyone will make the main briefing. Late arrivals, last-minute replacements, and staff joining for later shifts all need to be briefed. Designate someone to deliver catch-up briefings throughout the event. Have a written briefing pack ready to hand out, and ensure that the person delivering catch-up briefings covers the same core content as the main briefing.
If significant changes occur during the event, such as a change in the running order, a venue closure, or a weather-related operational change, communicate these promptly to all staff. Use radio channels, messaging groups, or face-to-face communication depending on the scale and urgency. Do not assume that information will filter through on its own; actively push updates to every team.
Practical tips for better briefings
Speak clearly and project your voice. If you are briefing outdoors or in a noisy environment, use a PA system or megaphone. Make eye contact with your audience and read the room. If people look confused, slow down and ask if there are questions. Use the site itself as a visual aid: point out key locations, walk routes, and demonstrate equipment where possible.
Avoid jargon and acronyms unless you are confident everyone understands them. What is obvious to a seasoned event professional may be completely alien to someone working their first event. Pitch your briefing to the least experienced person in the room, and the experienced people will appreciate the clarity rather than resent the simplicity.
Why this matters
A well-briefed team is a confident team. Confident staff provide better customer service, respond more effectively to incidents, and create a more professional atmosphere. Poor briefing, by contrast, leads to hesitation, inconsistency, and errors that can compromise both the experience and the safety of your event.
Invest the time in proper training and briefing. Write clear materials, deliver engaging sessions, and follow up with your team leaders to ensure the message has landed. It is one of the highest-return investments you can make in the quality of your event, and your staff will thank you for setting them up to succeed rather than leaving them to figure it out for themselves.
