Guide
Event staffing checklist: what to arrange and when
Updated:
In short
For a larger event, book staff 3-4 weeks ahead, send the brief no later than a week before, and have the team on site 60-90 minutes before doors. Urgent bookings can be staffed within 24 hours, but with less room to cast the right people.
4 weeks out
This is what decides whether you get a choice of people or whoever happens to be free.
- Define headcount and positions (registration, cloakroom, wayfinding)
- Request a quote with date, venue and guest count
- Clarify language requirements
- Decide the dress code
1 week out
The quality of the brief decides whether the team arrives prepared or guessing.
- Detailed brief: programme, positions, shift changes, breaks
- Floor plan and meeting point
- Named contact and phone number on both sides
- Parking, vehicle access and changing facilities
On the day
The last ninety minutes decide whether doors open smoothly.
- Team arrives 60-90 minutes before doors
- On-site briefing with the coordinator
- Positions taken, a test registration run
- Agree how you'll stay in contact (phone, radio)
Afterwards
A short debrief afterwards is worth the five minutes: what worked, what to change. Every colleague is scored after a job, and that score decides who we propose next time. Your feedback directly improves the next team you get.
Frequently asked questions
What's the minimum a brief should contain?
Date, venue, arrival time, positions, headcount, dress code, a named contact and an outline programme. That's enough for the team to arrive prepared.
What breaks are staff entitled to?
Above 6 hours a break is due. We plan those into the rota so positions stay covered while people rotate out.
What happens if someone doesn't show up?
We plan with reserves, and the replacement guarantee means another colleague is sent within hours. The coordinator handles it on site.
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