How to Prepare for Your First Event Staffing Gig
Working in events is always fun and exciting, especially because every event will be different. One day you can be serving passed apps at a wedding, and the next you can be handing out free shoes at a Nike activation. Here’s a guide to help you prepare, show you what to expect, how to dress, and best practices for success.
What to Expect
Event staffing roles vary widely, but there are a few common things you can anticipate:
Diverse Responsibilities
Depending on your role, you could be handling tasks such as guest registration and check-in, serving food and drinks, assisting with event setup and teardown, or making cocktails. When you apply for an event staffing agency, you will interview based on what roles you are interested in working so these responsibilities will be catered to the positions you are hired for. Some roles may also include managing activations for live events, guiding guests to their seats, or even assisting in coordinating if you are an event lead. The key is to be flexible and ready to take on a variety of tasks.
Dynamic Environment
Events can range from corporate functions and weddings to music festivals and trade shows. Each event has its own atmosphere, pace, and clientele. Showing up as your best self each shift is your best bet. For example, a corporate function might require a more reserved and professional demeanor, while a music festival might call for a more energetic and engaging attitude. Being able to adapt to different environments and client expectations is going to set you apart from the rest.
Varying Hours and Physical Activity
Be prepared for potentially long hours and physical tasks like standing for extended periods, moving equipment, or navigating large venues. Shifts can range in hours, but most staffing agencies have a 4-5 hour minimum. This means that even if you are booked on a one-hour shift, you will be paid for the minimum time agreed upon in your agency. It's also common for events to run late, so having the ability to stay on your feet and remain energetic throughout your shift is important. Always bring a bottle of water and some snacks in case shift meals aren’t provided.
Teamwork
You’ll likely work with different coworkers every shift, requiring strong teamwork and communication skills. Working together as a team regardless of how long you have professionally known one another will be something you get used to quickly! Effective communication with your team members and event captains ensures that the event runs smoothly. Introduce yourself to your captain and team members at the beginning of your shift and make friends along the way!
How to Dress
Uniform is one of the most important things in Event Staffing. It could be the make or break when it comes to how often you are sent shifts from your managers. Clients hire professional staffing agencies to ensure that they receive professional staff who are dressed appropriately 100% of the time. Here’s how to ensure you’re dressed appropriately:
Follow the Dress Code
Always adhere to the dress code provided by your management. Most of the time, the uniform will be a black bistro if you are working a private event. This consists of a black button-down, black skinny tie, black slacks, and black dress shoes. Other common uniforms include white bistro and a more casual, black t-shirt and black slacks. Some events may have specific themes or colors, so always check the dress code beforehand to ensure you show up in the right uniform.
Comfort and Practicality
Choose comfortable clothing and shoes, as you’ll be on your feet a lot. Ensure your outfit allows you to move comfortably for long periods of time. Opt for comfortable dress shoes rather than dress shoes with a heel. Break your shoes in if you’re scared of getting blisters after a long shift. Invest in a good belt for your slacks. If the event is outdoors or involves a lot of walking, consider insoles for extra comfort and bring a jacket to keep warm.
Grooming
Maintain a neat and professional appearance. Pay attention to personal hygiene, and ensure your hair and nails are clean and well-groomed. Most event staff jobs will require long hair to be tied back, makeup to be natural colors, and facial hair to be trimmed and groomed. Avoid strong perfumes or colognes as some guests may be sensitive to scents. Your goal is to present a clean and approachable appearance that reflects well on the event and your agency.
Accessories
Keep accessories minimal and practical. It’s usually safe to wear simple stud earrings and avoid any facial piercings and necklaces. Avoid anything that draws a lot of attention and keep the pieces you choose to wear small and minimal.
Best Practices for Success
To have the best first event staffing gig, follow these practices:
Arrive Early
Punctuality is number one in event staffing. Arriving early gives you time to familiarize yourself with the venue, meet your team, and understand your responsibilities. Parking is usually hard in cities like Los Angeles and New York City so we always recommend that our team members allot themselves 15-20 minutes to park and arrive at the venue. Remember, on time means onsite ready to work NOT parking your car at your shift start. Use this extra time to walk around the venue, locate key areas like restrooms and exits, and get a sense of the event layout.
Stay Positive and Adaptable
Events can be unpredictable. A positive attitude and the ability to adapt to changing circumstances will help you navigate a successful event. Stay on your toes and take initiative with your team. If something goes wrong, stay calm and look for a solution rather than focusing on the problem. Your ability to remain composed under pressure will make a significant impact on your performance and the overall event.
Communicate Clearly
Listen carefully to instructions and ask questions if anything is unclear. There are usually several things going on at once during an event so nobody will hold it against you if you want to clarify your responsibilities for the day. Good communication helps prevent misunderstandings and ensures that everyone is on the same page. If you have any concerns or need assistance, speak up sooner rather than later.
Be Proactive
Take initiative and offer help where needed. Proactivity is often noticed and appreciated by your captain and can lead to more job opportunities. Whether it's helping with setup before the event starts or offering assistance to guests during the event, showing that you are willing to go the extra mile can make a big difference. Always be on the lookout for ways to improve the guest experience and support your team.
Attention to Detail
Pay attention to the small details, whether it’s ensuring a registration list is accurate or a table setting is perfect. This attention to detail reflects well on you and the agency you are working for. It is very common for clients to notice team members who go above and beyond and they will request those team members specifically for future events. Small touches, like ensuring all napkins are folded correctly or making sure name tags are organized correctly, can leave a lasting positive impression.
Customer Service Excellence
Whether you’re interacting with guests or working behind the scenes, great customer service should always be a priority. Be polite, helpful, and attentive to the needs of the guests. Remember that you are representing both the agency and the client hosting the event. A friendly demeanor and a willingness to assist can greatly enhance the guest experience and contribute to the event's success.
Conclusion
Preparing for your first event staffing gig involves understanding what to expect, dressing appropriately, and following best practices to ensure success. By arriving early, maintaining a positive attitude, and focusing on clear communication and excellent customer service, you’ll set yourself up for a successful and enjoyable experience. Working in events is always fun and you will definitely be successful if you follow these tips!
If you're looking to get started in event staffing, consider joining an agency like Elevate Events. With access to exciting opportunities and support for your professional growth, Elevate Events is the best event staffing agency.
