Tag Archive for: Staffing Plan

people cheerings at a live event

Your Live Event Staffing Plan

Your live event is just around the corner, which means you should be putting the finishing touches on your event staffing plan. If this is still on your “To-Do” checklist, don’t fret—there’s still time to create a last-minute staffing plan.

Use our guide to help you run a successful event using prepared talent who have the right skills, experience, and aptitude for last-minute staffing.

Recruit the Right People 

Hiring talent that is right for the job is a key element to a successful experience. Do this by partnering with an event staffing agency or a talent agency that has a seasoned list of talent to staff your event well.

At 360x Events and Promotions, we recruit live performers, actors, mascots, brand ambassadors, hosts, specialized talent, and more to staff any event—and quick.

We’re a nationwide agency that specializes in talent procurement and providing event support. In our world, “presentation is everything.” We ensure the talent you hire through us is professional and prepared so that your event runs as smoothly as possible.

Our goal is to solve your problems and simplify your life, and we have been doing this for our clients for over 20 years.

Hire the Right Number of People 

How do you know how many people to staff for an event?

Consider the following: 

  • How many people will attend the event? 
  • How long will the event last?
  • What kind of talent do I need to hire? 
  • What is my talent budget?

Our general rule of thumb is to hire more hands than you need while expecting people will not show up. For example, we send 120 bodies of talent to an event that booked 100 because we expect that a few people will not show up. That’s showbusiness, baby.

Set Clear Expectations

Communicate. Communicate. Communicate.

The talent you hire should know what is expected of them while they work the event. You can do this by providing information that guides the talent. Explain the following:  

  • What time should they arrive?
  • Where should they park?
  • Where can they leave their personal belongings?
  • Where can they pick up badges, uniforms, or any other required items?
  • Where should they be stationed?
  • How long will they be stationed?
  • What will they be doing? 
  • What should they do after their shift? 

In addition to answering these questions, you should provide:

  • A timeline of the day
  • A frequently asked questions page to help the talent prepare for any questions attendees may have
  • Any additional information relevant to your specific event

Providing your hired talent the resources to know what is clearly expected of them helps the event run efficiently. Furthermore, it also helps guests feel at ease and happier.

Setting clear expectations will help your event go as planned, eliminating the potential for the event to be confusing for anyone attending.

Know that the Show Must Go On 

Sometimes, things don’t go according to plan—and that’s okay! When your live event does finally come around, understand that some things may pop up that you weren’t prepared for. 

If that happens, remember the show must go on. Take any unexpected surprises in stride.

A last-minute staffing plan doesn’t have to be complicated, especially if you work with us at 360x Events. We procure top talent for events and are your one-stop shop for talent and event support.

Request talent today.