How to Hire Event Staff for Your Next Big Event

To hire event staff effectively, it's crucial to first determine your staffing needs. This process involves careful planning and consideration of various factors to ensure you have the right number of people with the appropriate skills for your event.

Calculate staff-to-guest ratio

One of the most important aspects of determining your staffing needs is calculating the correct staff-to-guest ratio. This ratio varies depending on the type of event and the level of service you want to provide. For example, for a sit-down dinner, a good rule of thumb is to have one server and one busser for every 25 guests. For bar service, aim for one bartender for every 50 guests. These ratios help ensure smooth service and minimize wait times for your guests.

Identify key roles (servers, bartenders, etc.)

Next, identify the key roles you'll need to fill for your event. Common positions include servers, bartenders, hosts, and security personnel. For larger events, you might also need specialized roles such as a VIP manager, media coordinator, or food vendor manager. Consider the specific requirements of your event when identifying these roles. For instance, a corporate conference might require staff with technical knowledge, while a wedding might need staff experienced in fine dining service.

Consider event type and format

The type and format of your event have a significant impact on your staffing needs. A formal gala requires different staffing considerations than a casual outdoor festival. Think about factors such as the venue layout, seating arrangements, and menu complexity. For example, a buffet-style event typically needs fewer servers than a plated dinner. Also, consider the length of your event – longer events may require additional staff to cover breaks and ensure consistent service throughout.

By carefully determining your staffing needs, you'll be better equipped to hire event staff that can help make your next big event a success.

Source Qualified Candidates

Once you've determined your staffing needs, it's time to find the right people to hire. There are several effective ways to source qualified candidates for your event staff.

Use staffing agencies

Staffing agencies specializing in event personnel can be a valuable resource. These agencies have access to a large pool of experienced workers and can quickly match you with suitable candidates. For example, PeopleReady is a leading event staffing agency with a presence in over 550 U.S. markets. They offer a wide range of event staff, including food servers, ticket takers, and concession workers. Their staffing specialists often have advanced training and certifications, ensuring you get high-quality staff for your event.

Leverage online job boards

Online job boards are an excellent way to reach a broad audience of potential event staff. Platforms like Event Marketer offer job listings specifically for event planning and related roles. When posting job ads, be clear about the requirements and expectations for each position. This helps attract candidates with the right skills and experience for your event.

Tap into industry networks

Utilizing industry connections can be an effective way to find reliable event staff. Reach out to colleagues, other event planners, or industry associations for recommendations. Many experienced event professionals have a network of trusted workers they can refer. Additionally, some organizations, like the California Staffing and Recruiting Professionals (CSP Inc.), support the staffing industry and can be valuable resources for finding qualified candidates.

By using a combination of these methods, you can create a diverse pool of potential hires for your event staff. Remember to start your search well in advance of your event date to ensure you have enough time to find and vet the best candidates.

Conduct a Thorough Hiring Process

After sourcing qualified candidates, it's crucial to conduct a comprehensive hiring process to ensure you hire event staff who are the best fit for your needs. This process involves several key steps that help you evaluate potential hires effectively.

Review resumes and portfolios

Start by carefully examining the resumes and portfolios of your candidates. Look for relevant experience in event planning, customer service, or related fields. Pay attention to their skills, certifications, and any notable achievements. However, keep in mind that resumes aren't always the most reliable indicators of job fit. Many candidates may embellish their qualifications, so it's essential to verify the information provided.

Conduct interviews

Once you've shortlisted potential candidates, conduct structured interviews to assess their suitability for the role. Prepare a set of questions that evaluate their problem-solving skills, creativity, and ability to handle unexpected situations. For example, you might ask, "How would you handle a difficult guest at a corporate event?" or "Describe a time when you had to think on your feet to resolve an issue during an event." These questions can help you gage their experience and approach to common challenges in event staffing.

Check references

Always check references to verify the candidate's work history and gain insights into their performance. This step is crucial in ensuring that candidates are as qualified as they claim to be. When speaking with references, ask open-ended questions about the candidate's strengths, areas for improvement, and their ability to work in a team. For instance, you might inquire, "How well did they understand your needs?" or "How did they handle conflict resolution?" These questions can provide valuable information about the candidate's work ethic and interpersonal skills.

By following these steps, you can conduct a thorough hiring process that helps you identify the best event staff for your next big event. Remember, taking the time to hire the right people can make a significant difference in the success of your event.

Prepare Your Event Staff for Success

To ensure your event runs smoothly, it's crucial to prepare your event staff thoroughly. This preparation involves providing clear job descriptions, conducting pre-event training, and communicating event details and expectations effectively.

Provide clear job descriptions

When you hire event staff, it's essential to give them a comprehensive understanding of their roles and responsibilities. Create detailed job descriptions that outline specific tasks, required skills, and expected outcomes. For example, if you're hiring bartenders for private parties or corporate events, clearly state their duties, such as mixing drinks, managing inventory, and maintaining a clean bar area. This clarity helps staff members understand their roles and contributes to the overall success of your event.

Conduct pre-event training

Pre-event training is crucial for preparing your team to handle various situations that may arise during the event. This training should cover topics such as event safety protocols, emergency procedures, and equipment operation. For instance, if you're using a bartending staffing agency for beverage service at weddings, ensure that the staff is trained in proper serving techniques and alcohol safety regulations. Conducting this training well in advance of the event allows time for adjustments and improvements based on feedback.

Communicate event details and expectations

Clear communication is key to a successful event. Share all relevant information with your event staff, including the event schedule, venue layout, and specific responsibilities. For wait staff and bartenders, provide details about the menu, drink options, and any special requests from clients. Establish a communication system, such as using two-way radios or a dedicated event app, to keep everyone connected during the event. This ensures that your team can quickly address any issues that arise and maintain a seamless experience for attendees.

Conclusion

The process of hiring and preparing event staff is crucial to ensure the success of any big event. By carefully determining staffing needs, sourcing qualified candidates, conducting a thorough hiring process, and providing proper preparation, event organizers can build a team that's ready to handle any challenge. This comprehensive approach has a positive impact on the overall event experience, leading to satisfied attendees and clients.

Remember that hiring event staff is not just about filling positions, but about finding the right people who can contribute to your event's success. Taking the time to properly recruit, vet, and train your staff pays off in the long run. With a well-prepared team in place, you can focus on other aspects of event planning, knowing that your staff is ready to deliver a top-notch experience for all involved.