Write a staffing brief the day a big program lands

It is tempting to start messaging people the moment the contract is signed. Resist it for an hour. A short written brief means every person you contact hears the same dates, the same role, and the same must-haves. It also means you can hand the search to a colleague without a long call.

Here is the template we suggest. Copy the sections, fill in what you know, and mark what is still open.

1. Program snapshot

• Program type: incentive trip, corporate meeting, conference, or a mix.
• Client industry type (not the client name if the brief will travel outside your team).
• Destination and properties.
• Program dates, plus travel days on each side.
• Expected group size and whether it runs in waves.

2. Spike or seat

Decide this first, because it changes who you look for.

• Spike: extra hands for this program only. Usually freelance.
• Seat: this win means ongoing work your current team cannot absorb. That may be a full-time hire.

Many programs need both: freelance coverage for the program days and a conversation about a permanent seat. Our guide on freelance vs full-time meeting talent walks through the decision.

3. Roles needed

List each role on its own line with the dates it is needed. Roles often start and end on different days.

• Lead Travel Director
• Hospitality desk
• Airport arrivals and departures
• Transport dispatch
• Activities and tours
• VIP or executive host
• Planning support before travel, such as registration or air

4. Specialty requirements

Write down anything that narrows the search: a language, destination experience, VIP or executive programs, accessibility needs in the group, or a specific type of event such as an awards night. If a specialty is only nice to have, say so here so it does not quietly become a filter.

5. Must-haves vs nice-to-haves

Keep must-haves short. Every must-have shrinks the pool, so each one should be something the program genuinely cannot run without.

6. Who owns onsite

Name one onsite owner and one backup. Write down who the onsite owner reports to, who can approve spend or changes during the program, and how the team will communicate each day. If nobody owns this, everybody will assume someone else does.

7. Terms to agree

• Rate approach: day rate, program rate, or salary for a seat.
• What you cover: flights, accommodation, meals, ground transport.
• Pre-program time: briefing calls, site visits, or prep days.

8. Deadlines

Set the date you need each role confirmed. Work backward from flight booking and rooming list deadlines, not from the program start date.

A fill-in version

After the program, keep the brief

Save the brief with notes on who worked the program and how it went. The next time a similar program lands, you start from a filled-in page and a list of people you already know.

Once the brief is written, our checklist on how to vet a Travel Director covers the next step. Event ConnecTD helps your staffing managers search for and contact the people on the brief from one place. See how it works for companies and pricing.

Frequently asked questions