Event Staffing Checklist: What You Need to Know Before the Big Day

Event Staffing Checklist: What You Need to Know Before the Big Day

Event planning is a meticulous art, and one of the most critical aspects is assembling the right event staffing team. Whether you’re organising a corporate conference, a wedding, a music festival, or any other event, your staff plays a vital role in ensuring that everything runs smoothly. To help you prepare for the big day, we’ve created an event staffing checklist. This comprehensive guide will ensure that you’re well-prepared and confident in your staff’s ability to execute your vision.

Define Your Event Objectives

Before diving into the logistics of staffing, it’s crucial to have a clear understanding of your event’s objectives. What is the purpose of your event, and what do you aim to achieve? Your staffing requirements will vary greatly depending on whether you’re hosting a trade show, a charity gala, or a sporting event.

Determine Staffing Needs

Identify the specific roles and responsibilities required for your event. Common staff roles may include event coordinators, registration staff, ushers, security personnel, catering staff, and technical support. Tailor your staffing needs to your event’s unique requirements.

Create a Budget

Determine your staffing budget, considering the number of staff needed, their pay rates, and any additional expenses such as uniforms, transportation, and meals. Staying within budget is essential for successful event planning.

Recruitment and Selection

Recruiting the right staff is crucial to the success of your event. You can use online job platforms, staffing agencies, or your professional network to find potential candidates. Conduct thorough interviews to assess qualifications, experience, and interpersonal skills. Background checks and reference checks may also be necessary for certain positions.

Training and Onboarding

Once you’ve selected your event staff, it’s time to provide them with the necessary training and orientation. Ensure they understand their roles, the event’s schedule, safety procedures, and any specific event details. Well-prepared staff are more likely to deliver a seamless experience for your attendees.

Communication Plan

Establish clear lines of communication among your staff and with event organizers. Use technology like walkie-talkies or event management software to keep everyone connected during the event. Having a chain of command and clear channels for reporting issues is vital.

Uniforms and Dress Code

Coordinate the uniforms or dress code for your staff. Ensure they are comfortable and appropriate for the event’s theme and formality. Uniforms not only identify your staff but also contribute to the overall aesthetics of your event.


Create a detailed schedule outlining staff shifts and responsibilities. Ensure there is overlap in shifts for smooth transitions and contingency plans in case of staff absences or emergencies.

Event Day Briefing

Hold a pre-event briefing on the day of the event to ensure everyone is on the same page. Review roles and responsibilities, confirm schedules, and address any last-minute questions or concerns.

Evaluation and Feedback

After the event, gather feedback from your staff and assess their performance. This information can be invaluable for improving your staffing processes for future events.

A well-prepared and organized event staffing team is the backbone of a successful event. By following this event staffing checklist, you can ensure that you have the right people in the right positions, well-trained and ready to execute your event’s objectives. Remember, effective event staffing goes beyond logistics; it contributes to the overall experience and satisfaction of your attendees.

About Style Inc Recruitment Agency

We are a recruitment agency in London connecting top talent with forward thinking luxury brands.

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