Putting together a flawless event in New York City is no easy task, this is why I always recommend hiring a team of skilled professionals who can help you bring your vision to life.

When hiring staff for your New York City event, there are many different crucial factors that demand meticulous attention to ensure compliance, safety, and a seamless experience for all guests attending.

In this article, I've gone ahead and outlined some of these areas that you need to be aware of in order to make sure that your event goes as planned and to avoid any issues that may occur.

Insurance and Liability: A Top Priority

Securing appropriate insurance coverage should be at the forefront of your planning process.

Reputable staffing agencies must provide comprehensive general liability insurance, protecting you from any potential claims that may arise from damage, injuries, or accidents caused by their employees during the course of the event.

This safeguard is not only a legal requirement but is also a vital protection for you and your business.

Certifications and Trainings: Ensuring Compliance

New York City has very strict and specific regulations when it comes to food service, alcohol consumption, and workplace conduct.

Making sure that all your staff members possess the required certifications and training is extremely important.

The certifications that your staff members should have completed are as follows:

Food Handlers Certification

Any staff member handling food must possess a valid New York City Food Protection Certificate.

This certification guarantees that they have the knowledge needed in order to maintain proper food safety practices, prevent any foodborne illnesses, and adhere to the city's specific health codes.

RBS Training Program

If you are unfamiliar with this term don’t worry, I am here to break it down for you.

RBS Training Stands for Responsible Beverage Service Training.

In order to earn your certification from RBS you will need to register, complete your training from an authorized RBS training provider, and then pass the exam.

Any event that is serving alcoholic beverages is required to ensure that all bartenders and servers have completed this course that has been approved by the New York State Liquor Authority.

This certification isn’t mandatory, but staffing agencies in NYC that require this certification tend to have better standards for waitstaff in New York City.

This training covers all the areas that staff need to be experts on such as: identifying signs of intoxication, preventing over-service, and mitigating potential alcohol-related incidents, in order to safeguard your event from liabilities.

Sexual Harassment Prevention Training

In compliance with New York State and City laws, all event staff are expected to undergo comprehensive sexual harassment prevention training.

This training equips employees with the knowledge they need to identify, prevent, and respond appropriately to cases of sexual harassment, ensuring a safe and respectful work environment for all guests and staff members.

This area of training is often overlooked but plays such a pivotal role in your guests overall experience.

A huge part of our job as workers in the event industry is to ensure that we are providing our guests with a safe and comfortable environment throughout the event.

Vetting and Screening: Ensuring Quality

Beyond all the certifications I've mentioned, it is also exceptionally important to thoroughly vet and screen potential staff members to make sure that they align with your specific event's standards and expectations.

Ask to see detailed background checks, references, and work history in order to best be informed of their professionalism, reliability, and customer service skills.

Additionally, you can consider taking it a step further by conducting in-person interviews or trial runs to evaluate potential staff members.

Look closely at their demeanor, communication abilities, and overall fit for your event's specific requirements.

Well-trained, attentive, and respectful staff can significantly enhance the overall guest experience and also make your job easier.

I can recall multiple events that I have attended in the past where the lousy job of staff members completely overshadowed all the hard work and planning that went into the event.

So just remember that who you choose for your event staff can ultimately make or break your event.

Meeting Client Expectations: Communication is Key

Clear and consistent communication with clients plays a critical role in meeting their expectations and delivering a successful event.

Establishing a comprehensive understanding of the client's vision for the event, the target audience, and the desired outcomes will help you to ensure that you are not only meeting, but hopefully exceeding the client’s expectations.

Providing the client with regular updates on staff recruitment, training progress, and any potential challenges or concerns that may arise helps you to stay ahead in your event planning.

Be sure to always be transparent about staffing costs, certifications, and insurance coverage to build and maintain trust and to ensure that you align with the client's budgetary and compliance requirements.

Contingency Planning: Preparing for the Unexpected

Anyone that has planned or hosted an event knows that even with meticulous planning, sometimes there are unforeseen circumstances that can arise during events.

Ensure your staffing agency has contingency plans in place to deal with any last-minute staffing changes, emergencies, or any other unexpected issues that may occur throughout the event process.

Be sure to establish clear protocols for communication, decision-making, and backup personnel in order to minimize possible disruptions and maintain a seamless event experience for guests.

Conclusion

As someone who has been in the event industry for many years, I know how overwhelming hiring event staff can be.

This guide should help in making your staff hiring process easier and assist you in making the most informed decision when selecting staff for your specific event.

By properly addressing all the necessary areas like certifications, vetting processes, client communication, insurance coverage, and contingency planning; you can be confident in your event staff decisions.

A well-trained, professional, and compliant team will not only ensure a successful event but will also greatly assist you by helping make sure your event runs smoothly.

Take it one step at a time, do your research, explore all your options, and try not to get overwhelmed. I’m confident that you will find the perfect staff to hire for your New York City event.

How to Hire Event Staff in New York City