What Event Planners Wish Staffing Agencies Knew
In the world of live events, everything is moving fast. Deadlines are tight, expectations are high, and there’s no room for error. For event planners, the pressure is constant—so when they turn to a staffing agency, they need more than just bodies. They need partners who get it.
From years of working behind the scenes, we’ve learned a lot about what makes planner-agency relationships thrive—and what causes them to fall apart. Here’s what event planners wish staffing agencies understood.
1. "I Don’t Have Time to Babysit Your Team"
Event planners are managing ten things at once: client demands, venue logistics, sponsor expectations, and last-minute changes. The last thing they want to do is micromanage a staff they didn’t hire themselves.
Staff should arrive early, look the part, and know the basics without being handheld. A good staffing agency sends people who are trained, briefed, and capable of taking initiative. Better yet, they send a team lead who can own the communication and handle issues on-site without burdening the planner.
2. "Follow-Through Matters More Than Headcount"
Filling all the shifts on paper is meaningless if half the team ghosts on event day. When staff no-show or show up unprepared, it reflects poorly—not just on the agency, but on the planner in front of their client.
The best agencies don’t just fill spots; they stay engaged. They confirm attendance, send reminders, and have a plan in place if someone flakes. It’s that kind of follow-through that makes planners breathe easier.
3. "We Need the Right Fit—Not Just a Warm Body"
Every event has a unique tone. A luxury gala needs polish and poise. A streetwear pop-up needs energy and authenticity. Too often, agencies prioritize availability over alignment.
Planners notice when a team member doesn’t match the brand vibe. It throws things off. The most valuable agencies ask detailed questions up front and offer staff options that genuinely fit the experience being curated.
4. "Tell Me the Truth—Not Just What I Want to Hear"
Planners know things can go wrong. What they can’t stand is being blindsided.
If you’re short on people or struggling to fill a shift, be honest early. Don’t overpromise. Don’t scramble at the last minute. A planner can work with a challenge—they just need time and clarity to do it.
Truth builds trust. And trust leads to long-term relationships.
5. "Your Job Isn’t Done Once the Staff Checks In"
Just because the team shows up doesn’t mean the work is over. Planners want to know that their staffing partner is still on the clock, too.
If something’s off, they want fast responses. If someone’s late, they want proactive updates. After the event, they want follow-up: What went well? What didn’t? What can we learn for next time?
This kind of partnership mindset is what separates good agencies from great ones.
In Closing
Event planners aren’t just hiring staff—they’re trusting you with their reputation. And in this industry, that trust is everything.
The best staffing agencies act like an extension of the event team. They anticipate needs, solve problems, and stay a step ahead. If you’re serious about building long-term relationships with planners, don’t just send people—show up with intention, integrity, and consistency.
Looking for a staffing partner who actually gets it? Let’s talk. We’d love to support your next event the right way.
