The Dos and Don'ts of Hiring Temporary Event Staff: A Complete Guide for Event Planners

When planning a successful event, whether it’s a corporate gathering, wedding, trade show, or special celebration, one thing is clear: the staff you hire will play a crucial role in its success. Temporary event staff are the backbone of an event’s execution, ensuring everything runs smoothly, from welcoming guests to serving drinks, handling logistics, and interacting with attendees. Hiring the right team is essential to ensuring your event goes off without a hitch.

In this comprehensive guide, we’ll go through the dos and don’ts of hiring temporary event staff to help you hire the best team for your event. Whether you're an event planner, coordinator, or producer, these best practices will make your staffing process easier, more efficient, and more effective.

Why Hiring the Right Temporary Event Staff Matters

Before diving into the dos and don’ts, let’s briefly touch on why temporary event staff are so important. They represent your brand and event, influencing guest experience and the overall flow. Poorly chosen staff can cause delays, affect the event’s image, and result in a less-than-satisfactory guest experience.

On the other hand, well-trained, reliable, and professional staff can elevate your event, ensuring smooth operations and satisfied guests. From greeting guests at the entrance to ensuring proper catering service, temporary staff are the lifeblood of event success.

What Are the Dos of Hiring Temporary Event Staff?

1. Do Define Clear Job Descriptions and Roles

The first step in the hiring process is ensuring that you have clearly defined roles for each position. Whether it’s a bartender, registration staff, product demo assistant, or event coordinator, it’s important to outline the duties, expectations, and necessary qualifications for each role.

Why this matters: Clear job descriptions help prevent confusion and set expectations from the start. For example, a bartender’s role is different from a registration assistant, and it’s important to avoid misunderstandings about responsibilities.

Tip: Provide detailed job descriptions for each position in your event staffing requirements. Specify skills like customer service, technical knowledge, or experience with particular event software.

Learn more about creating clear and effective job descriptions for event staff here.

2. Do Prioritize Experience and Qualifications

When it comes to hiring temporary event staff, experience matters. Hiring someone who has previously worked in event environments ensures they can handle the pressure of fast-paced, high-stakes situations. Whether it’s for corporate events or weddings, experienced staff will be more adept at managing various scenarios, from handling difficult guests to adapting to unexpected changes.

Why this matters: Experienced staff require less training and are likely to be more adaptable to different event conditions.

Tip: Look for candidates who have experience in similar event settings, whether it’s corporate meetings, conferences, or social events. Ask for resumes or portfolios showcasing their past work.

Read more on how hiring experienced event staff benefits your events here.

3. Do Check References and Reviews

Don’t take a potential hire’s word for it. Always check references and reviews to verify their experience and performance in past roles. This can include feedback from previous employers, coworkers, or clients. If you're hiring from an agency, ask for client testimonials or feedback.

Why this matters: References and reviews give you insights into a candidate’s performance, professionalism, and reliability. This reduces the risk of hiring underqualified or unprofessional staff.

Tip: Contact at least two references per candidate. Ask specific questions about their reliability, punctuality, and how they handled stressful situations.

Find out more about checking references and reviews in event staff hiring here.

4. Do Ensure Proper Training and Onboarding

Even the most experienced temporary staff will need to be trained on event specifics. This includes details like venue layout, technology systems, schedules, and brand messaging. Proper onboarding ensures everyone is on the same page, helping the event to flow smoothly.

Why this matters: Onboarding sets staff up for success. A lack of training can lead to mistakes, delays, or confusion, ultimately affecting the guest experience.

Tip: Provide a training session before the event, especially for key roles like registration staff or product demonstrators. Ensure they understand the venue, guest expectations, and emergency protocols.

Learn how to effectively onboard event staff here.

5. Do Have a Plan for Backup Staff

No matter how well you plan, things don’t always go according to schedule. Staff may cancel last-minute, fall ill, or face transportation delays. Having a backup team or on-call staff members can ensure you are prepared for the unexpected.

Why this matters: Emergencies happen, and you need to be ready. Having backup staff ensures your event continues to run smoothly even if someone can’t make it.

Tip: Build relationships with staffing agencies or hire a pool of backup staff who can step in when needed. Having a solid backup plan can save your event from major disruptions.

6. Do Communicate Expectations Clearly

Clear communication with your temporary event staff is vital for ensuring everyone knows their responsibilities. Set clear expectations about the event timeline, attire, behavior, and any special instructions for handling specific tasks.

Why this matters: When staff know exactly what is expected of them, they are more likely to perform well and provide excellent service.

Tip: Hold a pre-event meeting or briefing to go over expectations. This will allow staff to ask questions, voice concerns, and clarify any doubts before the event begins.

Explore communication strategies for event staff here.

What Are the Don’ts of Hiring Temporary Event Staff?

1. Don’t Hire Based Solely on Price

It’s tempting to go for the lowest cost when hiring temporary event staff, but doing so may cost you in the long run. Hiring cheaper staff can result in unprofessional behavior, a lack of experience, and poor service, which will reflect poorly on your event.

Why this matters: Event staff are an extension of your brand. Cutting corners with staffing can negatively affect the guest experience and the success of the event.

Tip: While budget is important, focus on value, not just price. Hire staff who have the necessary skills, experience, and professionalism to make your event a success.

2. Don’t Overlook Staff Diversity

It’s essential to hire a diverse team for your event. A diverse staff brings a range of perspectives, which can lead to better problem-solving, increased creativity, and a more inclusive environment for attendees.

Why this matters: Diversity ensures that all guests feel represented and included. It also promotes positive energy and a well-rounded event experience.

Tip: When hiring staff, aim for a team that reflects your event’s values and audience. Ensure that your staffing pool is diverse in both background and skill set.

3. Don’t Skip the Paperwork

Contracts, insurance, and payment terms are non-negotiable when it comes to temporary event staff. Ensure all paperwork is completed before the event to avoid issues with compensation or liability.

Why this matters: Contracts protect both you and your staff. They clarify expectations and ensure both parties are legally covered in case something goes wrong.

Tip: Always have clear contracts and agreements in place before hiring staff. This should cover payment, responsibilities, and legalities, including insurance.

Understand the importance of contracts and insurance for temporary event staff here.

4. Don’t Wait Until the Last Minute to Hire

Hiring staff last-minute can lead to rushed decisions and an increased risk of hiring unsuitable candidates. Give yourself plenty of time to assess and hire the best team for your event.

Why this matters: Last-minute hiring can result in a lack of options and potentially lead to overpaying for available staff. It also leaves less room for error.

Tip: Plan your staffing needs well in advance. Start hiring at least a month before the event to ensure you have the best possible candidates.

5. Don’t Assume Staff Know the Event Details

Even experienced staff members may not be familiar with your event’s specific needs or expectations. Always brief staff about the event’s layout, timing, and any last-minute changes.

Why this matters: Lack of knowledge about the event can lead to mistakes, confusion, and delays. Clear instructions will help staff feel confident and prepared.

Tip: Provide a detailed event rundown, including schedules, guest lists, venue layouts, and other relevant information.

6. Don’t Overload Temporary Staff with Too Many Roles

It’s important to avoid overloading staff with multiple roles that may be outside their expertise. For example, asking a bartender to double as a registration assistant can lead to mistakes and frustration.

Why this matters: When temporary staff are overloaded, their performance suffers. They can’t focus on delivering the best experience when juggling multiple responsibilities.

Tip: Keep roles focused and specific. Assign a dedicated team leader to handle logistics and manage staff.

7. Don’t Forget About Staff Welfare

Temporary staff work hard to ensure the success of your event. Remember to provide adequate breaks, food, and beverages throughout the day to keep them motivated and energized.

Why this matters: A tired or hungry staff member is less likely to perform well. Caring for your team will ensure they stay focused and enthusiastic.

Tip: Plan for regular breaks, provide snacks, and make sure your staff is comfortable throughout the event.

How Elevate Event Staff Can Help With Your Event Staffing Needs

Hiring temporary event staff is one of the most critical decisions you’ll make when planning an event. By following these dos and don’ts, you can ensure that you choose the right team to make your event a success.

At Elevate Event Staff, we specialize in providing top-tier event staff for every type of event, from corporate functions to weddings and trade shows. With our network of highly skilled and professional staff, you can trust that your event will run smoothly from start to finish.

Whether you need bartenders, brand ambassadors, or production assistants, Elevate Event Staff has you covered. Our team is trained, reliable, and ready to make your event stand out. Contact us today to discuss your staffing needs and let us help you create a memorable event.

This blog has provided a comprehensive look at the dos and don’ts of hiring temporary event staff, offering you practical advice to make sure your staffing process is successful. By following these guidelines and leveraging the expertise of Elevate Event Staff, you can ensure your events run smoothly, impress your guests, and leave a lasting impact.

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