Event Staffing Services

The Vendor is required to provide event staffing services include but is not limited to scheduled athletic events, performance events, and other high traffic university sponsored events.
- Responsibilities
•    Provide licensed and trained professional personnel (owner and managers) with experience in crowd management as requested by the university. 
•    Must be able to provide adequate support, depending on the event and staffing requirements. 
•    General personnel requests can be found below, in “typical personnel by venue”. 
•    Provide copies of adequate insurance coverage and certificates 
•    Provide organizational structure of the company, including background of manager assigned to the university.
•    Provide services including assisting campus police in managing parking and traffic, assisting university with event ticket collections at entrance gates, ushering, and unarmed security, as required. 
•    Provide event staff working prior to the designated start time of the event (report times may differ, depending on the event and sport, and will be provided by the event coordinator). 
•    All event staff and supervisors shall work at the hours specified by the university event coordinator, to complete proper implementation of the university’s and department’s event parking plan. 
•    This shall include equipment setup and removal, traffic ingress, and traffic egress. 
•    Attend pre-event operations meetings, as required. 
•    Check in with the university event coordinator prior to event for any special instructions (report times may differ, depending on the event and sport). 
•    Provide adequate number of event managers and/or supervisors, consistent with industry norms. 
•    Quantities should be conveyed to the university prior to event. 
•    May have the need to secure a storage option for various items needed for providing these services. 
•    Notify university of this need, to determine location, and access. 
•    Event personnel shall report immediately any suspicious activity, unusual behavior, and disturbances that cannot be controlled by contractor’s event personnel on duty to the university campus police and the university event coordinator. 
•    Event personnel shall assist only if requested but shall not intervene.
•    Event personnel shall not carry any firearms or weapons of any kind. 
•    Event personnel shall assist in any manner requested by university personnel, law enforcement, and emergency services personnel in the evacuation of persons in the event of a fire, disaster, weather event or other emergency events. 
•    To maximize communication efforts, contractor should provide handheld radios to all managers, supervisors, and selected staff members. 
•    A radio will be provided for the event manager, by the university, for large-scale events. 
•    Event personnel shall always wear uniforms with company name visible while providing services. 
•    Event personnel shall be neat, clean in appearance and professional. University will approve uniform colors. 
•    Event personnel shall conduct themselves in a professional manner and be attentive while on campus and for all events. 
•    Those personnel that do not adhere to these requirements will be asked to leave the event and contractor shall replace the individual immediately. 
•    Responsible for all costs involving uniforms, hiring, and equipping the event personnel and all administrative employment matters including payment of wages and appropriate tax withholdings. 
•    Provide adequate training to all contractor’s personnel. 
•    All personnel shall be knowledgeable of the university campus and the traffic and parking plans for events on campus. 
•    Except as provided herein, personnel must be able to perform the duties requested in a quality manner without additional training from the university. 
•    Event personnel shall be customer oriented. 
•    Disruptive, rude, and unprofessional event personnel will not be tolerated and will be required to leave the event, and contractor shall replace the individual. 
•    Responsible for the supervision of all event personnel. 
•    Supervision includes ensuring adherence to the university special events operations, meal breaks, restroom breaks, and other duties that assure adherence to any state and federal employment laws
•    Conduct background checks on all personnel assigned to the event. 
•    These background checks shall be kept by the contractor and shall be available for review by the university, if requested. 
•    Instructions and a list of positions for contractor’s event personnel shall be provided to the university event coordinator prior to each event
•    Responsible for ensuring each of the contractor’s event personnel receives a copy of the instructions at the time of the event and completely understands the post requirements and instructions
•    Manager assigned to the university shall schedule a time to meet with main athletic event coordinator to outline event summary guidelines, incident report templates, uniforms, and expectations within this scope of work. 
•    Uniforms must be approved by the university.
•    Contractor is required to advise all event staffing that cell phone usage, including texting and taking pictures, is limited during events.
•    Event personnel shall at all times comply with applicable state and federal laws, local ordinances, system and policies, rules and regulations.