How to choose the right event staff
Having the right event staff and crew members for your event can really make a difference to how well your event runs. Event crews are the glue holding the event together. Having skilled, reliable, professional staff can be the difference between a successful, fun, safe event and an unsuccessful event that gets bad press.
So, what should you consider, to ensure you choose the right event crew?
What is the event?
Start by considering the size and type of event you wish to produce and any planned for the future. This allows you to not only start thinking about the amount of crew you need but also the skills required. Consider what has worked in the past and what has not so you can identify skills, qualifications and experience you need to execute the different elements and stages of the set up and the event when live.
As well as learning from what has worked in the past, review what skills you have in your existing events team to help to identify any specific gaps. Once you know this you can start looking for those right event staff members to join your team.
“Whether you’re hosting your flagship event or an intimate webinar, finding trustworthy people to count on before and during the big day can be the difference between a flop and a slam dunk. Dodge any potential drama by being thoughtful about how you staff your events –– and taking the time to hire the right professionals.” (Jana Smith, Hopin, 2022)
Events Staff Skills & Competencies
- Do you need experienced crew that have built certain types of structures before?
- Do you need forklift operators, telehandler drivers, working from heights, carpenters, plumbers?
- Will they be customer facing and need to be able to handle different types of situations?
- Do you need help coordinating and manage different areas of an event that require specific experience?
Values of your event crew
When choosing the right crew members, who are going to be reliable and professional, consider what your companies’ values and expectations are. If you don't already know, decide what the core behaviours and attitudes of your business and existing team are, and write them down.
If you have this important value and culture piece mapped out, when you're interviewing applicants for new crew roles, you can ask the right questions. Aim to find out if they share your values and whether that person will be a good fit for your team.
The crew will represent you, so it needs to be the right fit for both you, your existing team, and the crew member.
There are 3 essential skills you want from all your event crew. Communication whether working behind the scenes or directly with your audience, crew with the right attitude and the ability to interact with people will ensure the audience or client have a great experience. Being a quick learner will ensure that your crew will be adaptable to the event and be able to handle any unforeseen questions or situations if something changes or if there’s an emergency.
Events are rewarding but can be a lot of hard work and can be tiring. Your crew need to be able to maintain the enthusiasm and energy they had at the start of their shift and remain motivated. Make sure you create a fun environment and make them feel valued.
“Pulling off a successful event is a team effort – it’s impossible to do it all alone. By surrounding yourself with a team of professionals that have demonstrated their knowledge and expertise, you are helping to ensure the success of your event.” (Socialtables)
Find the perfect event staff
Now you have the right crew to help support your team, to get the best possible work from them be sure to have clear guidelines and clarity on responsibilities. You'll also need to continuously communicate with them before, during and after the event. This way you will start with your best foot forward with shared goals for the event. With regular briefings and open communication you’ll ensure everyone is on the same page. You can manage any challenges before they become an issue and with debriefings, learn what has worked and not worked and can continuously build on the strengths of your team. This will really help to ensure the event runs smoothly and in the long-term help with retaining your staff as they will feel invested.
“The most important part of a successful event comes down to good communication- it can’t be reiterated enough.” (Socialtables)
Need some help finding skilled event crew for your UK or international event? Get in touch today, we'd love to hear from you and see how we can help.