Managing Independent Contractors At Your Festival
The festival industry is unique in that production companies often host multiple events in different cities each year. These cities are sometimes located hundreds of miles away from the company’s main business location. As a result local, independent contractors are typically brought in to assist. This keeps travel costs, payments, and all overhead associated with employees much lower. However, managing large amounts of independent contractors can be difficult as they often are not used to a company’s culture and procedures. Below, we provide some tips for effectively managing independent contractors at your event:
Make ample time for orientation
Leading up to your event, it is recommended to host several orientations. With the rise of platforms like OhYay, these meetings can be held virtually and be just as dynamic as an in-person gathering. These orientations should be used to help everyone align with expectations, guidelines, and roles during the event. This should also be the time to introduce key personnel, chain of command and points of contact during the event.
2. Contract smarter, not cheaper
One issue that arises with hiring independent contractors is that there is often a disconnect with communication. Contractors coming in to work a bar shift, or act as security, may not fully grasp the purpose of the event nor be of much assistance when guests have questions.Handing out F.A.Q’s that must be read in advance can be helpful as well as deploying a chatbot from 42Chat so that questions are quickly answered. Additionally, sometimes there is lack of oversight in who is getting hired, so organizers may be working with people who don’t commit fully to the role. Companies like IPS Security are a great option for those looking to hire out for security as their employees are trained well, personable, and treated as full time employees.
3. Establish clear payment terms
Payment terms should be established up front to avoid any confusion or disputes after the event. This should include details such as the hourly rate or project fee, when payments will be made, and any other relevant information. Make sure the contractor is aware of these terms before beginning work. If looking for a solution to fulfill payment of your festival crew efficiently and compliantly, companies like Cast & Crew Live Entertainment oversee production payroll services for freelancers as well as supplying check-ins and radius notifications for staff . They make payroll simple with custom software tools and workman’s comp that is automatically built in- all supported by experts at CAPS & The TEAM Companies.