When you prepare for an event, you can’t overlook the crucial detail of who will be staffing your event. The staff for an event affects the entire experience. But finding the best staff isn’t as simple as you might imagine.
So before you hire staff for your next event, take a look at these five things to keep top of mind.
1. Understand the regulations with hiring staff
Disclaimer: we’re not lawyers. But you have to realize that when hiring people — even for just one event — you need to abide by certain rules and regulations.
These rules and regulations vary based on all kinds of details, like your location and if you plan to work with an agency or hire individuals. There are so many variations in staffing that we can’t walk through them all.
Instead, we want to get you thinking about how you might need to handle these regulations:
- If you plan on hiring individuals, make sure you sign a contract with each person.
- If you’re planning a destination event, get familiar with local rules and regulations that pertain to hiring event staff.
- Consider signing a contract with an event staffing company. They can help you understand the regulations and rules better.
With event staffing, you want to avoid any situations where you could get yourself into legal hot water. A signed contract is crucial if you want to make stay legal during the event planning process. Consult your lawyer if you’re unsure of any rules. Handling the regulation side of hiring event staff early gives yourself and your planning team peace of mind.
2. Know your budget
Your budget will determine what type of staff and how many staff members you can have at your event
Talk to prospective staffing agencies to get an idea of how staff costs are calculated to figure out a staffing budget. For large-scale, VIP, or black tie events, you’ll need to dedicate a big portion of your budget to hire staff for the event.
You’ll need a budget that is large enough to cover all costs and extra costs that arise. As with any event, there are always unforeseen costs. Make sure to include some wiggle room to cover things like overtime, in case you need it. A flexible budget makes sure that you can deliver on the event, even if something goes wrong.
3. Understand the client’s expectations
Even if you have a small event budget, hiring event staff is still a possibility. When you’re working with a smaller budget, focus on hiring a staff that’s more qualified and that meets your client’s expectations.
Consider what you’ll ask the staff member to do. Have they worked events like yours? Do they have the certifications that are required to do the job?
Depending on what you expect the event staff to do, your requests could drive up the bill. Clarify with your client on what they expect and find the staff to match.
4. Ask for recommendations
One of the simplest ways to find staff for an event is asking for recommendations. Your peers in the industry can be a resource when you need advice. This is especially true if your colleagues and peers have already sourced event staff in the past. They can share with you the hurdles they overcame and can help you throughout the process.
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5. Thoroughly interview and vet candidates
Don’t be stingy in your event staff search. Talk to multiple agencies and potential staff members. The more candidates you meet, the more informed decision you can make
If you plan on only hiring individuals, set clear expectations. By outlining specific requirements, you can better qualify and vet the candidates coming through the door
By being specific, you can ensure that you’re interviewing event staff that truly meet the needs of your event.
Ready to learn more about hiring staff? Check out how to work with an event staffing agency to make your event a success.
What is top of mind for you when hiring event staff? Share them with us in the comments below or send us a tweet at @socialtables!
The Social Tables team has eight years of experience covering event news. The award-winning software platform has been used to source, plan, and execute nearly 5 million events since 2011. The company has 5,000 customers. Social Tables has won numerous recognitions, including Best Industry Innovation from the International Live Events Association and one of the most innovative companies in live events by Fast Company.