Event Staffing Explained: From Basics to Best Practices
Event Staffing is the process of hiring external staff to work a private event. There are several types of events that could require event staffing. To name a few - Graduations, Birthday Parties, Conferences, Weddings, and more.
Hiring professional event staff is extremely important for the success of your private event. There are a ton of moving parts that go into planning a successful event and ensuring that your guests are met with professional staff is one of the most important. Having professional staff will ensure the success of your event.
What Types of Events Require Staffing?
While the types of events that require staffing are endless, let’s dive into a few of the most common events that require staffing and the positions they usually require.
Conferences and Conventions
Conferences and Conventions generally have a need for production assistants and brand ambassadors. Production assistants help set up and maintain the event while brand ambassadors help way find, greet guests, check guests in, etc.
Trade Shows
Trade Shows tend to hire brand ambassadors to help represent the various brands that are showcased during the shows. Registration staff are also staffed at trade shows to help with check in and way finding.
Exhibitions and Art Galleries
Exhibitions and Art Galleries most commonly hire bartenders and waitstaff to help tend to the guests attending these luxury events. Waitstaff positions generally required for events like this are servers, bussers, and scullery/dishwashers.
Weddings and Private Events
Weddings and private parties, like the art galleries and exhibitions, hire waitstaff and bartenders. Weddings generally need a large team that also includes barbacks, event captains, and sometimes even event managers.
Corporate Events
Corporate Functions are usually company holiday parties, meetings, etc. You can expect to find Brand Ambassadors checking guests in, bartenders serving drinks, and waitstaff handling the food service.
Festivals and Concerts
Festivals and Concerts are usually extremely large scale events that require a plethora of staff including but not limited to: crowd control, production assistants, brand ambassadors, food truck staff, bussers, cleaners, restroom attendants, etc.
Roles and Responsibilities of Event Staff
Event Managers
Event Managers oversee a large team of 25+ event staff members. Event managers are trained to be able to handle any situation that could occur at a private event. They work hand and hand with the staff, vendors, event planners, and clients.
Event Captains
Event Captains directly oversee the event staff and their responsibilities. They are responsible for ensuring that the event staff members receive their meal breaks, have a full understanding of their responsibilities, and are set up for success during an event.
Brand Ambassadors
Brand Ambassadors are front facing, personable individuals that are hired to do the following: Represent the brand, create memorable experiences, build relationships, drive brand awareness, collect feedback, show enthusiasm
Hosts
Hosts/hostesses fall under the umbrella of brand ambassadors. They are engaging individuals who are the first people to greet your guests upon arrival. They direct them to their respected location inside an event.
Check In Staff
Check In Staff, also an umbrella of brand ambassadors, are hired to check in guests at private events. They are versed in check in platforms and carry the responsibility of properly checking in all guests, giving table/seat assignments, and wristbands if needed. Sometimes they also help hand out gift bags or anything else a client may want guests to receive upon arrival.
Security
Security are hired to ensure the safety of an event. You can choose to hire armed or unarmed security guards.
Bartenders
Bartenders are hired to mix cocktails at events. They are licensed professionals who are trained to make the perfect drinks for guests.
Production Assistants
Production Assistants have two general roles - film production assistants, and event production assistants. Both of them are entry level positions, and share similar responsibilities.
Event production assistants are responsible for assisting management in set up, tear down, and any issues that occur throughout an event.
Film production assistants report to the assistant director, and aid in errands such as crafty, film production set up and striking, and general talent and crew assistance.
Clean-up Crew
Clean-up crew are hired to clean up an event during and after completion. They are not standard bussers who just pick up empty plates, cups, and clean small spills, they do thorough cleanings of venues to ensure a fully spotless conclusion.
Catering Staff
Catering Staff are an essential part of any event that requires food and beverage service. They are responsible for serving food and beverages, replenishing food and beverages, clearing and organizing dishes, and cleaning and disposing of trash.
Catering staff is a blanket term for front of house hospitality event staff, within the term ‘catering staff’ there are a plethora of responsibilities and positions. If you’re planning an event that requires catering staff, it’s important to know the difference between the types of catering staff you need. That way you can ensure a smooth, and elevated event service.
Types of Catering Staff
Servers - the main types of server positions include: tray passers, food runners, buffet servers, and seated plated dinner servers.
Bussers are utilized to help keep and event tidy. They pick up dirty dishes and trash throughout an event.
Dishwashers wash dishes throughout an event.
Scullery workers oversee event rentals and ensure that they are cleaned and packed correctly for pick up after an event.
Kitchen Hands: Assists cooks or chefs in the kitchen. They prepare, wash, and chop food and help to complete simple dishes.
Benefits of Hiring Event Staff
There are many benefits of hiring event staff beginning with ensuring professionalism and expertise. Event staff also help reduce stress and add peace of mind for event organizers. They are efficient at handing tasks and are experts in the events space. It has been shown that there is an improved attendee experience when professional event staff are spearheading the guest experience.
Event Staff focus on core event responsibilities while event organizers focus on the bigger picture at an event. This is the easiest and most productive way to ensure a successful event 100% of the time.
How to Hire Event Staff
Hiring Event Staff is easy. Here is a step by step process:
Step 1: Determine exactly what your staffing needs are.
What type of Staff are you needing for your event? Do you need catering staff, brand ambassadors, production assistants, or all of the above? Make a list of the tasks you want fulfilled and then delegate responsibilities to each position needed using the descriptions we gave above.
Step 2: Determine how many event staff you need for your event.
Figuring out the perfect number of staff members for a private event can be hard. Luckily, we used our 30+ years experience in events to create a staffing calculator that will give you our best educated recommendation on staff count. This calculator will recommend the number of staff you need based on the guest count of your event.
Step 3: Reach out to your preferred staffing agency for a quote.
Most staffing agencies will need you to require the following details in order to send over a preliminary quote:
Event Date
Event Location
Type of Event
Type of Staff Requested
General Responsibilities for the Staff
Staff Shift Hours
Step 4: Confirm your team with the staffing agency and send over any specific requirements.
If you are looking to book based off of headshots, make sure to let your contact know when booking the staff. This may constitute an extra charge depending on the agency you hire.
Step 5: Plan and prepare the staff training and responsibilities
More information is always better when hiring staff. The more you tell them beforehand, the higher they are set up for success. Prepare a quick training for the team and send this to the staffing agency to distribute beforehand.
Share the team responsibilities, parking instructions, and any other relevant information.
Once onsite, give the team a proper walkthrough and breakdown of their responsibilities and lean on your hired captain to ensure the quality and success!
Happy Event Planning!
