5 Essential Tips for Handling Unpredictable Staff Turnover in Events

Effective event staffing is all about working with people. Whether you like it or not, collaborating with others is part and parcel of the process. However, it doesn’t end with just communicating and managing teams; you also need to deal with the trickiest hurdles. One of which is the unpredictable staff turnover at your events.

If you have experienced the challenges of unpredictable staff turnover and would like to find ways to manage it more effectively in the future, this post is for you. Read on as we explore how you can deal with unpredictable event staff turnover.

How to Deal With Unpredictable Staff Turnover in Events

As per a report, business events around the world create over 10.3 million jobs directly and impact a total of 25.9 million jobs. Over the years, events have undeniably become a significant source of employment. However, along with the many job opportunities available comes the inevitable high turnover rate brought about by burnout from the fast-paced, high-pressure work schedule and environment. Additionally, event staff who fill temporary or seasonal event roles can view event work as a side gig or a stepping stone, leading to unexpected departures for new opportunities. What’s more, the lack of a positive work culture or growth opportunities can further demotivate staff to stay. 

Employee turnover may be an inherent challenge in the events industry. Nevertheless, with effective strategies in place, it can be manageable. Here are some practical tips for addressing and managing unpredictable event staff turnover.

1. Build a Strong Backup Team

Did you know that nearly half (47.2%) of event organizers reported that their events teams had grown in the past year? Growing event teams is a good indicator of how events are flourishing nowadays. If you are thinking of growing your own team, establishing a backup team with a strong, reliable staff can be a good move to improve team productivity and manage sudden staff turnover.

Maintain a pool of on-call workers and freelancers that you can turn to when you need last-minute replacements. Establishing relationships with staffing agencies can also help you secure experienced professionals on short notice. By doing these, you can have an immediate solution for unexpected staff departures.

2. Improve Hiring and Onboarding

More often than not, addressing a problem at its root is the best approach to solving it. The same thing applies to staff turnover. Hence, enhancing your hiring onboarding process, where staffing begins, proves to be vital. During hiring, make sure to screen potential hires for commitment, reliability, and the ability to work under pressure. Don't just hire someone based solely on their resume. Consider conducting trial shifts or short-term contracts to assess their work ethic and compatibility with your team.

Once you’ve picked and hired new employees, invest time in onboarding.  As Harvard Business Review notes, successfully onboarding new employees is extremely valuable.  An effective onboarding process, which provides explicit details on job responsibilities, company culture, and performance standards, not only boosts employee productivity but also fosters loyalty and engagement while reducing turnover.

Just like in any onboarding process, there are different ways to enhance your event staff onboarding methods. You may begin by creating a structured orientation program that aims to introduce new hires to the company's mission, vision, and values, helping them understand their role within the organization early on. You may also assign a mentor or buddy from the team to guide new event staff during their initial days, answer questions, and share insights about company culture. In addition, take advantage of technology to enhance onboarding. Use online training, welcome videos, and resource hubs for your new hires to access information at their own pace. To enhance your onboarding processes further, gather feedback from new employees about the onboarding process to identify improvement areas and ensure future hires have an even better experience.

3. Keep Employees Engaged

According to a report, organizations with high employee engagement can reduce turnover by 59%. Engagement is not just a KPI; it is an important ingredient in keeping employees from leaving, especially in high-pressure event environments. But how do you foster engagement? There are many ways in which different organizations can have different approaches. However, as a start, you can observe simple gestures like recognition of hard work, offering incentives, and fostering a positive workplace culture. Another way to keep staff engaged is by offering growth opportunities. Providing leadership roles, skill development programs, or pathways to permanent positions can make employees feel more invested in the organization and in turn, more engaged. 

If you want to get the full scoop on how to boost employee engagement in events, make sure to read this post.

4. Have a Contingency Plan

When your event staff unexpectedly doesn't show up to your event, you have no time to waste. You must act quickly to minimize the impact. This is where having contingency plans in place becomes extremely useful. These plans are developed to address potential future events or circumstances that could disrupt normal event operations.
Depending on your event and your needs, you may develop your own unique contingency plan. However, if you don't know how to start, our advice is to begin by identifying key roles that are critical to event execution. Next, create a backup list of trained staff or on-call professionals who can step in at a moment’s notice. You may also cross-train your event staff so they can step into different roles if needed. If you want to ensure that your contingency plan works and your team can adapt quickly and keep the event running smoothly, you may conduct regular scenario-based training.

5. Prioritize Communication 

Good communication is essential to avoid unpredictable staff turnover. Believe it or not, effective communication within a team improves employee retention by a factor of 4.5 when compared to companies that do not have effective communication practices in place. When employees feel heard, valued, and informed, they are more likely to stay engaged and committed to the company’s mission. Clear communication also fosters trust, reduces misunderstandings, and ensures that employees understand their roles, expectations, and growth opportunities.

As an HR manager or event manager, make sure to openly share your goals, challenges, and successes. This way, you can create a culture of trust that motivates employees to contribute meaningfully. Regular check-ins, team meetings, and open-door policies can also allow employees to voice concerns, provide feedback, and feel like integral parts of the organization. Additionally, leveraging technology to streamline communication, such as collaboration or event management tools, instant messaging platforms, and video conferencing, ensures that employees stay connected, particularly in remote and hybrid work environments.

Simplify Event Staffing: Use StaffConnect to Handle Unpredictable Turnover with Ease

Still struggling with unpredictable staff challenges using outdated methods like phone calls and paperwork? Streamline your event staffing and handle turnover quickly and efficiently with StaffConnect.

With features like live chat, SMS, and other communication tools, StaffConnect gives you everything you need to reach your staff, find replacements, and coordinate seamlessly. Its centralized database keeps all backup staff records easily accessible, ensuring quick deployment when needed. Plus, with advanced talent-matching technology, finding the best replacement is faster and more efficient. But that’s not all. StaffConnect also offers seamless onboarding, payroll management, GPS check-in/out, and much more to simplify your event staffing process. Book your demo here to learn more!