How to Keep Event Staff Motivated During Long Shifts

Long event shifts can be physically and mentally demanding for staff. Without motivation and support, exhaustion can set in, affecting both morale and performance. Keeping your team engaged ensures a smooth event, happy guests, and a more cohesive workforce. Whether you’re managing a street team, festival crew, or conference staff, implementing strong motivational strategies can make all the difference. A well-motivated team not only performs better but also helps create a more enjoyable experience for attendees.

1. Prioritize Pre-Shift Preparation

A successful shift starts before it even begins. A well-structured pre-shift meeting not only sets expectations but also gives staff the confidence they need to tackle the event ahead. These meetings should not be rushed or treated as a formality but instead as an opportunity to align the team, address concerns, and build a sense of unity.

At Elevate, we ensure that these meetings aren’t just one-way briefings; they’re interactive discussions where staff can ask questions and voice concerns. This creates an open atmosphere where potential challenges are identified early and collaborative solutions are developed. Addressing how teams can work together to overcome obstacles builds a strong sense of camaraderie and preparedness. A confident, informed team is far more motivated than one left guessing about their responsibilities.

Consider including icebreakers, role-playing for customer interactions, and a quick motivational speech to start the shift on a positive note. Also, make sure everyone knows who to go to if they have issues during the shift.

2. Foster a Positive Work Environment

People thrive in an environment where they feel valued and supported. Creating a culture of encouragement keeps motivation high, even during grueling shifts. Leads should be present on the floor, checking in with staff frequently—not just to oversee operations, but to provide encouragement and problem-solve on the go.

At Elevate, we ensure that leads personally connect with team members, offering high-fives and verbal recognition when they see good work. A simple “Great job!” or “You’re doing awesome!” can have a lasting impact on morale. By fostering an upbeat, team-focused atmosphere, staff remain engaged and take pride in their roles.

Additionally, ensure that staff feel comfortable reporting issues or suggesting improvements. A workplace that listens to and values feedback keeps employees invested in their roles.

3. Schedule Breaks Strategically

Breaks aren’t just a necessity; they’re a performance booster. Staff working long hours need time to recharge, but improper break scheduling can create gaps in coverage and increase stress.

To maintain seamless operations, we recommend sending one to two staff members on break at a time. This ensures that every station is covered while allowing employees to rest properly. Additionally, providing a designated break area with comfortable seating, hydration stations, and healthy snack options can enhance their downtime and refresh their energy levels for the remainder of the shift.

Make sure that break schedules are planned in advance and communicated clearly. A staff member who doesn’t know when their break is coming may feel more fatigued and demotivated. Encourage short movement breaks or quick stretches for staff who are on their feet all day.

4. Keep Energy Levels Up

When shifts are long, energy management becomes crucial. Staff who are physically drained or mentally checked out won’t be as effective. Providing nutritious snacks, hydration stations, and scheduled movement breaks can prevent sluggishness. Avoiding too much caffeine early in the shift and focusing on hydration will also help prevent energy crashes later in the day.

Leads should also be proactive in monitoring staff energy levels. At Elevate, leads walk around regularly to check in, provide motivation, and make sure staff aren’t burning out. Recognizing hard work on the spot—whether through high-fives, praise, or small incentives—keeps energy levels up. When employees feel seen and appreciated, they are more likely to push through fatigue and stay engaged.

Additionally, playing upbeat music in certain workspaces (if appropriate) can help keep the energy high. Encouraging staff to interact with each other and share positive experiences during breaks can also boost morale.

5. Offer Incentives and Recognition

Nothing keeps motivation high like a tangible reward. When staff feel that their hard work directly contributes to earning something extra, they’ll put in more effort.

For street canvassing, we incentivize performance by offering a bonus to the individual who distributes the most flyers or promotional items. Additionally, we provide the option for early leave once a quota is met. This creates a healthy, competitive spirit while also giving staff control over their workload. Offering rewards such as gift cards, extra break time, or even small recognition prizes can go a long way in maintaining motivation.

Recognizing staff in front of their peers can also boost morale. Creating an “Employee of the Shift” or highlighting a “Top Performer” on group chats can foster a sense of accomplishment. Even something as simple as a handwritten thank-you note from a manager can make a big impact.

6. Maintain Clear Communication and Support

A disorganized team is a demotivated team. Keeping communication streamlined is essential to preventing frustration and confusion. While walkie-talkies have traditionally been used in event management, group chats are often more efficient in keeping everyone informed.

We recommend setting up separate group chats—one for managers and another for each department. This ensures that important updates are relayed quickly and that staff can communicate efficiently without being overloaded with unnecessary messages. Clear, organized communication minimizes stress and keeps operations running smoothly.

Additionally, it’s important to provide regular updates and reminders throughout the shift. If something changes in the plan, let staff know immediately so they don’t feel caught off guard. Keeping communication proactive rather than reactive makes a huge difference in morale.

7. End the Shift on a High Note

How a shift ends is just as important as how it begins. A post-shift meeting provides the opportunity to reflect on successes, address any concerns, and reinforce positivity.

We use the sandwich method in our post-shift meetings—starting with praise, followed by constructive feedback, and ending with encouragement. Acknowledging the team’s hard work ensures that even if there were challenges during the event, staff leave feeling valued and appreciated. Ending on a positive note not only boosts morale but also increases the likelihood that staff will return eager and motivated for the next event.

Take a few minutes to ask staff about their experiences, what worked well, and what could be improved. If possible, provide snacks or a small token of appreciation at the end of a long shift. These gestures help build a loyal and committed team.

Conclusion

Motivating event staff during long shifts is about more than just keeping them busy; it’s about fostering an environment where they feel supported, recognized, and empowered. By prioritizing pre-shift preparation, maintaining a positive work culture, scheduling strategic breaks, boosting energy levels, offering incentives, ensuring clear communication, and wrapping up shifts with encouragement, you create a team that thrives even under demanding conditions.

When staff feel appreciated and engaged, they not only perform better but also contribute to an overall more successful and enjoyable event. Implement these strategies to build a motivated, high-performing team ready to take on any event with energy and enthusiasm!