8 Key Practices for Hiring Event Staff in 2025

When we say that event staff can make or break your event, we’re not exaggerating. They may be handling what some might consider non-administrative tasks, but their impact goes far beyond that. From helping guests check in smoothly and giving excellent customer service to solving last-minute problems, the right event staff know how to handle it all perfectly. This is why hiring the right staff is not just crucial but a necessity to make your event one for the books.

Whether you're an HR manager or an event planner, here are eight best practices for hiring event staff to help you select the best team members for your event.

Best Practices for Hiring Event Staff

Event staff are the unsung heroes who make sure everything runs smoothly in your event, and your attendees get experiences that are impactful and memorable.   

To ensure that you have the right staff, here are the best practices to keep in mind. 

1. Understand Legal and Regulatory Requirements

Legal and regulatory requirements have got to be the most technical part of hiring event staff. These rules and laws can vary depending on your country or state and its jurisdiction. For example, in the U.S., there is no law that requires you, as an employer, to provide a written contract for employment. Meanwhile, in the UK, you must provide a written statement that explains important terms and conditions of employment before the employee starts their job. 

Before you begin the hiring process, it is very important to learn about the labor laws in your area. Conduct thorough research on the Internet, books, or other available resources. If you find this information confusing or overwhelming, it is also a good idea to talk to a lawyer. Getting professional advice can help you understand the rules and reduce the risk of legal problems.

2. Set a Realistic Budget With Flexibility

Setting a realistic budget with flexibility when staffing an event is crucial because it helps you balance quality and efficiency and gives you room to adjust for unexpected changes. 

To set a realistic budget for event staffing, start by evaluating the scale and complexity of your event. Keep in mind that larger and more intricate occasions will naturally require more staff and budget. Next, list and calculate the costs related to hiring event staff. These expenses may include the following:

• Salaries
• Payroll taxes
• Benefits
• Bonuses
• Training and development
• Recruitment advertising
• Employer branding
• Compliance and legal fees

Then, include a contingency budget for unexpected expenses. A contingency fund provides a financial buffer that helps manage stress and avoid surprises during your event. It can cover costs such as overtime pay or the need to hire additional staff.

If you are looking to learn more about effective event budgeting, make sure to check out this post on how to create an event budget.

3. Clarify Client Expectations

You might be overseeing the staffing for an event, but at the end of the day, it's your client who sets the vision and priorities. Your clients' event requirements and expectations should always be at the top of your list. Make sure to engage with them in thorough discussions about their goals, target guest count, themes, or other special requests they may have for their occasion. Once you have a clear understanding of these requirements, you can start looking for and hiring suitable event staff.

4.  Define Roles and Responsibilities

You can never hire the right staff without clearly defining the roles and responsibilities that you need them to fulfill. Clearly defined roles help job seekers understand what is expected of them and allow them to assess their qualifications and skills before they sign up for your event. This saves you time and costs related to assessing, interviewing, or possibly training them. In addition, it helps avoid overlap, where multiple people do the same task, and gaps, where no one takes responsibility for a task, ensuring that every role in your event is covered without duplication or omission. By defining roles and responsibilities early on in the staffing process, you can also make staffing more organized and efficient during the event. When everyone knows what they are responsible for, there is less confusion and more focus on execution.

5. Leverage Recommendations

Statistics reveal that 82% of employers prioritize referrals over other methods for generating a higher Return on Investment (ROI). When looking to hire event staff, it's beneficial to seek referrals from colleagues or peers with experience in this area. This can provide valuable insights into the candidate's reliability and performance, helping you make a more informed decision.

6. Take Advantage of Social Networking Sites

Did you know that 70% of employers use social networking sites to research job candidates? Utilizing online resources such as social media and job boards can significantly enhance your recruitment efforts for event staff more than you think. As we probably are all aware, the majority of the population uses the Internet today, making online resources an ideal place to maximize reach.

Craft compelling job descriptions across various social networking sites such as Facebook and job boards such as Indeed or other specialized event staffing sites. You may also leverage targeted ads on platforms like Facebook and Instagram to reach your ideal candidates and engage in relevant groups to network and assess potential hires. Moreover, if you can, showcase past events through engaging visual content and share employee testimonials to attract applicants. You can also implement a referral program to tap into existing employees' networks and remain active with regular updates on social media and job postings. 

7. Conduct Thorough Interviews and Assessments

Interviews and assessments can be time-consuming and boring but that doesn't mean that you should skip them. The truth is, they are important steps to ensure you hire the right candidates with the necessary skills and experience for your event. When interviewing candidates, ensure that you ask relevant questions regarding their assumed roles. In addition, conduct assessments, such as skills tests or scenario-based exercises, to thoroughly evaluate the applicant's skills.

8. Establish a Reliable Communication Method

It's a no-brainer that communication plays a role in the success of staffing. However, what many do not realize is that the method of communication matters to achieve effective communication. As per a study, the quality of the hiring process depends on the correct choice of the method of communication during its implementation. 

Opt for a communication method that is accessible and convenient for your candidates. For instance, if you are hiring event staff who are younger, social media communication may be suitable. However, if you are aiming to hire those who are more experienced or prefer traditional methods, email or phone communication might be more appropriate.

Streamline Hiring Event Staff With StaffConnect

Ace your event staffing with StaffConnect, the all-in-one event management platform that makes managing events and staff a breeze! Our platform features live chat and a centralized communication hub to keep your team organized and connected during the hiring process. Equipped with automatic reminders, StaffConnect also helps ensure you stay on track, making smarter hiring decisions easier than ever. What’s more, it offers a wide range of additional practical HR features, from efficient onboarding to streamlined payroll management and data gathering. Book your free demo today to learn more!