Paperwork before the first event
Share the self-onboarding link alongside the offer letter. Using it, a new coordinator enters identity, address and bank particulars and attaches a photograph, Aadhaar, PAN and bank proof, in English, Hindi or Gujarati. Collect separately what event work needs: emergency contacts, a driving licence if they will drive to venues, and a passport copy for staff who may travel to weddings abroad. HR approves or returns the submission, and the approved record is ready before the first event day.
Policies that event staff must sign
Event work needs a few policies that office jobs do not. The travel policy covers outstation allowances, advances and how travel days are recorded. The late-night policy covers transport home after events and, for women employees, consent to night work, which the rules require along with the government's safety conditions; take it in writing. A code of conduct covers behaviour with guests, alcohol at events and social media, including no photographs of a client's wedding posted without permission. Issue the appointment letter, a must for every employee under the OSH Code, with these policies attached.
Shadowing before leading
Pair each new coordinator with an experienced one for their first event or two. They follow the run sheet, sit in on vendor calls, handle one part of the event such as guest arrivals, and join the post-event debrief. Record the shadowing, plus a short induction on the company's run sheet format, vendor list and escalation contacts, as a training program; that way no coordinator leads an event alone without the same grounding as the rest.
Probation judged on show days
Three months is a common probation for coordinators, and it should include two or three live events. After seeing the joiner under pressure, the event manager gives the probation review a score between 1 and 5 and a short comment, and reminders reach HR and the event manager daily as the end date nears. The outcome is one of three: confirmed, probation extended for a stated number of months and reason, or not confirmed. Fixed-term seasonal staff can have a shorter probation that suits their contract.
How to set it up in ZeniaHR
- Share the self-onboarding link with each offer, and collect driving licences, passports and emergency contacts separately where the role needs them.
- Approve each submission to create the record, then set department, designation, employment type and the event manager as reporting manager.
- Keep the appointment letter, travel policy, late-night policy and code of conduct in the HR letter library, and file signed copies in each employee's documents.
- Create a coordinator induction and shadowing program in Learning, and enrol every new coordinator before their first event.
- Give fixed-term seasonal staff a shorter probation than permanent coordinators, using the probation months per employment type in the Work terms policy.
- After a joiner's first events, request the event manager's review through the Probation & Confirmation queue.
Read more about onboarding in ZeniaHR.
Roles this applies to
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What documents should an event company collect from new staff?
Identity and address proof, PAN, Aadhaar and bank proof through the onboarding link, plus emergency contacts, a driving licence if they drive to venues, and a passport copy for staff who may travel abroad. Add signed copies of the appointment letter, travel policy and code of conduct.
Do event companies need consent for women staff working late?
Yes. Women employees may work night shifts only with their own consent, and the government's safety conditions must be met. Take the consent in writing at joining or before the first late event, arrange transport home after late finishes, and keep the consent in the employee's documents.
How long is probation for an event coordinator?
Three months is common, long enough to see the joiner on two or three live events. The event manager's rating and comments after those events should decide confirmation. Seasonal fixed-term staff may have a shorter probation that fits the length of their contract.
How should new event coordinators learn the job?
By shadowing an experienced coordinator on their first one or two events, following the run sheet, joining vendor calls and handling one part of the event. A short induction on the run sheet format, vendor list and escalation contacts before the first event makes shadowing far more useful.