Events are going on all throughout the year, but when summer hits and the sun comes out, that’s when live events really take off. Scaling up your event staff during this time can make all the difference between a smooth-running event and a chaotic one.
In this blog, we’ve collected our favourite top tips for preparing for the busiest time in the event staffing industry.
1. Plan for the Demand
When preparing your staffing strategy, you’ll need to understand and be aware of demand. By looking at trends from previous years, you can anticipate when you’ll need extra help. Planning early is essential.
2. Attract Quality Seasonal Staff
Promote your open roles across job boards, industry networks, and social media channels to attract top-tier talent. Emphasise the benefits of working with your team, whether it’s the flexibility of the job, the opportunity to gain experience at large events, or the chance to work with a reputable team.
During the hiring process for your event staff, look for candidates with relevant experience. However, you should also strongly consider staff’s characteristics, plus any other qualities you deem important for the role.
When interviewing candidates, ask scenario-based questions to assess how well they think on their feet and handle unexpected situations that may arise during the event. For example, you could ask how they might handle a technical issue or an attendee complaint.
It is also worthwhile to conduct group interviews, in which candidates can demonstrate their ability to work effectively with others to complete a task.
3. Get Your Training and Preparation Right
Once you’ve hired your seasonal staff, it’s time to ensure they’re fully prepared. Effective training is essential for keeping operations running smoothly and ensuring your team understands safety protocols, event logistics, and their specific roles.
For larger events, consider implementing training programmes that cover key areas, including health and safety, emergency procedures, and venue-specific requirements. Pairing new crew members with experienced staff for mentoring can also provide valuable hands-on learning.
4. Get Organised
As you move into the peak season, having an organisational system that works for you is key. Peak season can be messy, with so much going on, so it’s important that your organisational system is foolproof and works for both you and your team.
Being organised for the peak season also goes hand in hand with prioritisation. In order to be successful this summer, you’ll need to manage your time wisely and know which details take precedence. Take your time to solve problems correctly rather than rush through them.
5. Take Care of Yourself and Your Staff
It’s easy to get overwhelmed in busy periods. Make sure you and your staff are both physically and mentally prepared for the peak event season. It sounds simple, but it’s so important to prevent both illness and burnout. Prioritise getting enough sleep between shifts, staying hydrated, and taking a break during the day when you can.
6. Be Prepared Logistically
Event expertise is about attention to detail and staying 100% on top of logistics. Getting logistics in place can provide a solid foundation for planning and ensuring that every event is permitted and risk-managed appropriately.
Peak season events are often lively, loud, and involve large numbers of guests and alcohol. Additionally, managing service teams, contractors, logistics, and regulatory safety is especially important.
Ensure all plans are up to date with safe practices for health and safety, catering and food, and alcohol.
Make finding, hiring and training your event staff easy with Coalition
We understand the importance of finding the best talent to represent your brand and ensuring they’re trained to fit your requirements.
Bring your next event to life with experienced and enthusiastic staff from our acclaimed event talent network!
Reach out to Coalition’s experiential event and staffing experts to get started.
