Special D Events

Special D Events

Event Onboarding: How to Set Independent Contractors Up for Success

Two people are sitting down. One person is holding and writing on a clipboard and the other person remains sitting in a thoughtful position, with one hand to their face and the other positioned on their thigh.

Where would the event industry be without independent contractors? With the inevitable scheduling peaks and valleys each year, these contractors are valuable assets. Before we engage contractors to serve as an extension of our staff, we take great care to properly set them up for success.

Here are our best practices to help you do the same:

1. Develop an Independent Contractor Agreement

Before beginning the onboarding process, ensure that you have a clear and legally sound contract in place. This contract should outline the scope of work, deliverables, compensation and payment terms, confidentiality and intellectual property clauses, and any other relevant details 

2. Set Up a Meeting With the Contractor

Once the contract is signed, take time to formally welcome the contractor to the project. The initial communication should express enthusiasm about working together, along with providing the following information:

  • Onboarding Documents: Though not as extensive as an employee’s onboarding, contractors will need to complete onboarding forms. This might include filling out tax forms (like a W-9 in the U.S.), providing banking information for payment, and any other necessary paperwork. 
  • Project Details: Provide detailed information about the project(s) the contractor will be working on. This includes project goals, expectations, timelines, and any other relevant details. Clear communication is essential to ensure the contractor understands the scope and objectives of the work.
  • Tool Access: Provide the contractor with the necessary tools, software, and access to systems required to complete the project. This typically includes email accounts, specialized software, access to relevant documents or data, and any other resources they need.
  • Payment & Invoicing: Clearly communicate the payment terms and schedule. Contractors often invoice for their work, so make sure they understand the invoicing process and any requirements for submitting invoices.

3. Introduce Them to Your Team

Introduce the contractor to the relevant team members they will be collaborating with. This could be through email introductions or virtual meetings, depending on the nature of the work. 

4. Schedule Project Training

If the contractor needs to learn specific processes, systems, or procedures related to the project, provide them with the necessary training. This might involve creating training materials, conducting video calls, or sharing resources they can refer to. 

5. Provide Regular Check-ins

Schedule regular check-ins to review progress, address any questions or concerns, and ensure that the contractor is on track to meet project milestones. 

6. Offer Constructive Feedback & Communication

Establish an open channel for feedback and communication. Contractors might have insights or suggestions that can contribute to the project’s success. 

7. Perform a Project Wrap-up

As the project nears completion, discuss the handoff process for deliverables and any necessary documentation. Confirm that the contractor has fulfilled their responsibilities according to the contract. 

8. Schedule an Official Offboarding

After the project is completed, formally close out the contract. This could involve final payments, return of any company property, removing access to software programs and files and a debriefing to discuss what went well and what could be improved for future collaborations. 

Remember, the purpose of onboarding an independent contractor is to ensure that they feel welcomed and have the information, resources, and support they need to complete the project. Customizing the process based on your organization, company culture and nature of the work will help to ensure a positive working relationship. Always consult with legal professionals to ensure compliance with relevant laws and regulations. 

Get More Tips From Special D Events

Your company’s onboarding process will be specific to your organization, but these general tips will give you a great start. If you’re looking for more event management tips, please visit our blog

Jennifer Riggs

Jennifer Riggs started her journey with Special D Events (SDE) as an Event Manager from 2006-2009. In 2018 she returned to SDE to assist with administrative duties and now serves as the Operations Manager. Prior to joining SDE Jennifer earned her degree in Business Administration. Her love of business, variety and learning lead her to work in various administrative, marketing and event management positions. Her combined experiences in the events and business industries served as the perfect mixture of knowledge and experience to step into her current role in operations.
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