Event Staffing Mistakes to Avoid at All Costs

As you begin to plan for an upcoming event, there won’t be a day that goes by when you aren’t making big decisions. Which venue is best? How much do you want to spend? Are you comfortable with the features and amenities of the space?

It is easy to get so caught up in selecting a venue, marketing the event, and staying on budget that you overlook another important detail: event staffing.

Here are three event staffing mistakes to avoid at all costs:

1. Underestimating Staffing Needs

Let’s put it this way- it is better to be safe than sorry. It is better to have a few extra people on hand than not enough.

It’s imperative to accurately assess the level of assistance required. Overlooking this can lead to understaffed events, causing significant issues. Err on the side of caution by ensuring you have adequate personnel to handle various tasks seamlessly.

Consider utilizing some event planning software or tools to help estimate staffing needs based on attendee count, event duration, and complexity.

2. Lack of Task-specific Knowledge

Just because you have a large event staff it doesn’t mean everybody is suited for every task.

Designate roles in advance, ensuring individuals are skilled in their respective areas such as attendee check-in, display setup, and issue resolution. For example, conduct training sessions or workshops to familiarize staff with their roles and responsibilities before the event.

Provide clear instructions and guidelines to ensure everyone understands their tasks and knows how to handle unforeseen challenges effectively. Every person working the event can bring great value, as long as they are given responsibilities that suit their skill set.

3. Communication Breakdowns

The larger your event staff the more difficult it is for everybody to keep an open line of communication. There are two things you can do to fight against this:

• Have one person in charge of small groups. For example, one person should head up the staffers who are checking people in.
• Take full advantage of technology. From cell phones to walkie-talkies, there are ways for everybody to stay in constant communication.

Implementing a centralized communication system, such as a group messaging app or a shared online platform, can streamline information sharing and ensure everyone stays informed in real-time. Additionally, conduct regular team meetings or check-ins to address any concerns, clarify instructions, and keep everyone aligned with the event objectives.

Remember, while venue staff may offer assistance, the responsibility for event execution lies with your team. By addressing these common event staffing mistakes proactively and implementing the suggested strategies, you can ensure your event runs smoothly and successfully.