The end of the year, notably December, is one of the most intense and unpredictable periods in the events calendar. Holiday parties, brand activations, retail promotions, experiential pop-ups, trade shows, and seasonal campaigns all demand extra manpower.
For a global event staffing agency like Coalition, preparation, agility, and strategy are key to scaling successfully during this peak season. In this guide, we’ll cover how to find event staff, common challenges you’ll face, best practices, how staffing software can help, and other essential insights to ensure your December staffing runs smoothly.
Finding Event Staff for The December Rush
1. Use Role-Specific Job Descriptions & Skills Tagging
• Clearly define roles, such as registration staff, brand ambassadors, ushers, hospitality staff, backstage crew, security personnel, and tag staff, in your database accordingly.
• Use criteria such as languages, certification, experience level, physical fitness, or prior venue knowledge to filter candidates for complex or demanding assignments.
2. Conduct Early Screening and Auditions
• For high-visibility or customer-facing roles, hold in-person or virtual interviews/auditions well ahead of December.
• Screen for reliability, professionalism, flexibility, and brand alignment, not just experience.
3. Cross-Training & Multi-Role Staffing
• Train a pool of staff who can flex between roles. This helps against no-shows or role swaps during busy days.
• Cross-training ensures a backup in case someone drops out at the last minute.
4. Local Staff vs Travel Staff Mix
• Wherever possible, utilise local staff in each geographical location to minimise travel, lodging, and logistical burdens.
• For flagship or marquee events, bring in core travelling staff (e.g., team leads, technical experts) and combine them with local support to scale.
Common Challenges When Finding Event Staff in Peak Season
1. Staff Shortages & High Demand
The events sector often experiences resource crunches in December. Many freelancers are already booked or may prioritise offers with higher pay or proximity. In the UK, event organisers frequently report struggles in securing reliable staff.
2. Competition & Premium Rates
Because many organisations also staff up for holiday events, competition for the best staff can drive up rates. You may need to offer premium compensation or incentives to attract and retain quality talent.
3. No-Shows & Reliability Risks
During peak season, staff may double-book, prioritise other gigs, or back out at the last minute. Mitigating no-shows is critical.
4. Logistics, Travel & Accommodation Complexity
When you operate in multiple cities or regions during December, coordinating travel, lodging, shift handovers, and local compliance becomes challenging.
5. Training Overload
With more staff to induct, ensure there are enough training sessions (brand, safety, and site orientation). Rushing training increases mistakes and inconsistencies.
6. Burnout & Fatigue
Long hours, late nights, and repetitive events can wear down staff, leading to mistakes or staff turnover. Staff morale and support are crucial during periods of high demand.
Best Practices for December Event Staffing
1. Overstaff Slightly & Build Redundancy
Plan for more than your ideal number; extra float staff or a standby crew help cover last-minute gaps.
2. Incentives & Retention Bonuses
Offer bonus pay for December shifts, travel compensation, meal stipends, or “loyalty multipliers” (extra pay for staff who complete multiple shifts). This encourages commitment.
3. Clear Contract Terms & Cancellation Policies
Set clear terms: cancellation notice windows, attendance expectations, penalty clauses (where legally permissible). Having well-defined contracts helps reduce surprises.
4. Communication & Engagement
Maintain frequent contact through automated reminders, shift confirmations, briefings, and mobile groups. Ensure staff feel part of the team and understand expectations.
5. Pre-Event Briefs & Shadow Shifts
Conduct pre-shifts or shadow days where staff can walk through the venue, review processes, familiarise themselves with branding cues, and learn emergency protocols.
6. Real-Time Support & Float Teams
Have a small, rapid response “rescue squad” of staff who can fill gaps or substitute mid-shift. Coalition typically maintains on-call pools for such needs.
7. Staff Wellbeing & Break Management
Ensure proper breaks, rotations, safe working conditions, and adequate support (including meals and rest zones). Burnout is a risk during intensive schedules.
How Staffing Software Can Help
Modern event staffing software is a force multiplier, especially during peak season. Some of the benefits include:
Automation & Scheduling Efficiency
• Tools like Liveforce, Celayix, Rentman, Teambridge and others centralise staff databases, tag skills, and auto-suggest staff for roles.
• Automated shift offers, reminders, confirmations, and assignment adjustments reduce manual work.
Real-Time Communication & Updates
• Send updates, changes, and alerts instantly via app, SMS, and email to staff.
• Track who has accepted shifts, who declines, and fill gaps quickly.
Time Tracking, Check-In & Attendance
• Clock in via mobile, QR codes, and geolocation to monitor punctuality and no-shows.
• Automated absence alerts help trigger backup deployment.
Skills & Availability Matching
• Staff profiles with tags (such as languages, experience, and roles) help match people quickly to the most suitable roles.
• Availability calendars help avoid double-booking.
Reporting & Analytics
• Track staffing costs, hours worked, utilisation, and no-show rates.
• After-action analytics help refine future staffing models.
Onboarding & Document Management
• Digital onboarding, training modules, and certification verifications reduce admin burden.
• Store ID checks, background screening, and compliance documents in one system.
In short, staffing software transforms a chaotic process into a more scalable, transparent, and manageable operation, especially during high-pressure seasons like December.
Staffing up for the December event rush is an elevated challenge, but with foresight, flexibility, the right tools, and expert staffing partners, it can be handled without breakdown. You’ll need thoughtfully built pipelines, redundancy, clear communication, incentives, and tech systems to manage scale and uncertainty.
If you’re planning December activations, holiday pop-ups, retail campaigns, or festive brand experiences and want to secure reliable, professional event staff, Coalition is ready to partner with you. Our infrastructure, expertise, and global reach make us the ideal collaborator when the stakes are highest.
