The A-Z of Staffing and Entertainment: H is for…HP Discover London Monday 11th January

H

Kru Live were tasked with the provision of 730 staffing days over a 4 day period for HP Discover, London. Our teams implemented HP’s logistics programme responsible for the smooth and effective transportation of over 15,000 delegates.

With only a 2 week lead time, we assigned a dedicated HP logistics team and got to work on sourcing host availability. Given the tight turnaround, it was necessary to commence booking in parallel with schedules which were still being developed by our client. It was a programme which required complete partnership with both our client and our teams and was imperative that all involved were able to adapt to change; with the infrastructure and systems in place to make last minute and on the job amends.

Roles included airport meet and greet, coach transfers, directional hosts, registration, check-ins and departures, bilingual hosts and gala dinner hosts to name a few.

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At its peak, we had over 350 active hosts welcoming guests as they arrived and ensuring a smooth transition from location to location. In order to achieve 100% coverage in such a short lead time, we agreed with our client that we would reach out to those on our waiting list to join our books (which currently sits at just over 2,500). To ensure our newly recruited team members maintained our high standards, we assembled a dedicated HP recruitment team who were committed to communicating the ‘Kru Way’, holding face to face interviews, Skype briefings, training and upskilling where necessary.

Each and every member of staff received a detailed telephone briefing as well as a written briefing using our online portal which includes links to Google maps and full event details. Where briefing details changed last minute due to flight arrival times for example, we were able to quickly push notifications out to our hosts immediately.

In addition to our geo-tag check-in system, we placed team leaders and event coordinators on site to act as our client’s point of contact, ensure teams were well presented in line with the brief, motivate, brief teams face to face and facilitate live changes.

Results

Excellent client feedback on what was a highly pressured, evolving logistical programme

730+ staffing roles booked over 4 consecutive working days

Under 1% issue rate

Secured next year’s event

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Rebecca Ross, Account Executive