Hospitality Staffing Dos and Don’ts for Large-Scale Events

It’s the big day for your large-scale event. The staff arrives early, coffee in one hand, a walkie-talkie in the other. A security guard adjusts his earpiece while scanning the crowd, and the caterers are all set up in the right areas. Everything is working out according to your plan, but somewhere, a last-minute cancellation sets off a chain reaction of frantic phone calls. Before you know it, everything you spent weeks planning is unraveling before your eyes, and your staff members are scrambling in different directions, disorganized and overwhelmed. If this scenario feels all too familiar, you're not alone, and we're not here to add to your stress. We’re here to help you break the cycle.

In this blog, we’ll walk you through the key dos and don’ts of hospitality staffing so you can dodge disasters, keep your team in sync, and execute an event that feels effortless.

Hospitality Staffing Dos and Don’ts for Large-Scale Events

From a corporate gala to a bustling festival to a high-profile conference, large-scale events bring different challenges that can cost time, cause stress, and maybe even add a few gray hairs. To help you make hospitality staffing for these events easier, here are 10 dos and don’ts to remember.

1. Do Build a Strong Team With Expertise and Flexibility

Successful hospitality staffing starts with recruiting the right team; and for large-scale events, the right team is composed of skilled professionals who bring expertise and support crew who offer flexibility. Expert event professionals bring efficiency to their roles, reducing delays and preventing mismanagement. Their knowledge and expertise enhance the overall quality and professionalism of the event, whether it's a bartender crafting drinks properly, security maintaining order, or technicians ensuring flawless sound and lighting. Meanwhile, the support crew acts as the backbone of the operation, ready to step in wherever needed. Their adaptability allows them to fill unexpected gaps, assist different teams, and handle last-minute changes without disrupting the event’s flow.

2. Don’t Understaff or Overstaff 

Finding the right balance in staffing is crucial for your events, especially for large-scale gatherings. Understaffing means having insufficient staff on duty, which leads to long lines and slow service, frustrating guests, and overworking employees. On the other hand, overstaffing is employing more staff than needed resulting in higher costs without added benefits. To avoid these two phenomena in staffing, carefully evaluate your event's needs before recruiting by considering factors such as expected attendance and peak activity periods. This approach will help you determine not only the right staff for each role but also the optimal number of team members required to ensure smooth operations.

3. Do Conduct Comprehensive Onboarding and Training

This isn’t the first time you’ve heard it, but it’s certainly worth repeating: a strong onboarding process is crucial for successful hospitality staffing and employee retention. Your onboarding should be comprehensive and informative, giving your team clear access to event details and schedules. Your staff should also know exactly what’s required of them, from dress code to specific duties, during the onboarding to minimize misunderstandings and inefficiencies.

Besides making onboarding an informative experience, look into giving your staff training when they need it. This will help them handle any situation with confidence, knowledge, and most importantly, skills. Additionally, provide digital resources that cover the event details and lead a pre-event walkthrough to familiarize staff with key details to ensure seamless execution.

4. Don’t Speed Through Onboarding and Training

Even the best onboarding and training aren’t enough if they’re rushed. Make sure to start the process early, giving staff ample time to understand their roles, responsibilities, and event logistics. The more prepared they are, the smoother your event will run.

5. Do Optimize Your Scheduling Method for Efficiency

Optimizing your scheduling method can have a greater impact on your event than you might think. A well-planned schedule ensures that the right staff are in the right place at the right time, preventing bottlenecks, reducing downtime, and maintaining smooth event operations.

To optimize your scheduling method, start by evaluating the staffing levels based on peak and slow periods. Scheduling more staff during high-traffic times, such as guest arrivals, meal service, or key event activities, ensures smooth operations, while scaling down during quieter moments helps reduce unnecessary labor costs. Additionally, identify who to staff on specific periods of the event to ensure the right people are in the right roles at the right times. Assign experienced staff to high-pressure periods where efficiency and expertise are crucial, such as managing check-ins or handling large guest crowds. Less busy periods can be an opportunity for newer staff to gain experience or for rotating breaks without disrupting operations. Moreover, consider shift lengths and rotations to prevent fatigue and maintain performance throughout the event. Overworked employees can become less effective, leading to slower service and potential mistakes.

For more insight into event staff scheduling, make sure to check out this post.

6. Don’t Depend on Paper Schedules

Relying on paper schedules and last-minute calls can create confusion and inefficiencies, especially when managing large-scale events. Instead, consider using staff management software to streamline scheduling and improve coordination. These tools allow you to make quick adjustments to your schedule due to unexpected surges or slow periods, ensuring optimal staffing at all times. Along with scheduling, staff management software offers built-in communication features, making it easier to relay updates and coordinate tasks in real-time. Additionally, these platforms assist with data tracking, payroll management, and other administrative tasks, ultimately enhancing efficiency and reducing the risk of errors. 

7. Do Create an Emergency Response Plan

Did you know that nearly 3 out of 10 concertgoers have sustained an injury at a concert? Concerts are just one type of large-scale event, and while the number of injuries isn’t the majority, it’s important to recognize that they can and do happen. Hence, as a staffing manager, it’s essential to create an emergency response plan to prevent and manage these mishaps. This plan can include how the staff responds to various types of emergencies, such as medical incidents, fire hazards, crowd surges, or security threats. This may also include the names of emergency contacts who can coordinate information and help maintain order and efficiency in critical situations. 

8. Don’t Assume Everything is Running Smoothly

When managing a large-scale event, a seemingly calm atmosphere doesn't necessarily mean everything is under control. Without your active supervision, small problems can quickly escalate into larger issues that may negatively affect the guest experience. To prevent this, it’s important to monitor your staff and their situations in real time. You can do this by assigning supervisors to walk around the venue and provide immediate feedback to ensure a high standard of service. Additionally, establish a real-time communication channel where you can communicate important updates and address any concerns as they arise. This way, you can address issues promptly and supervise your staff anywhere. 

9. Do Offer Competitive Pay and Incentives

In case you missed it, 93.5% of employees would stay at a company for five years if they were paid fairly. While events may be known as temporary work, fair compensation still plays a crucial role in attracting and retaining skilled staff. Competitive pay not only encourages employees to give their best effort but also builds loyalty, increasing the chances that experienced workers will return for future events. In addition to wages, offering incentives such as performance bonuses, referral programs, or end-of-event rewards can further motivate staff. Providing perks like meal allowances, transportation stipends, or flexible scheduling can also enhance job satisfaction. 

10. Do Gather Post-Event Feedback

Post-event feedback isn’t just about measuring success for a report to clients or stakeholders; it’s a valuable tool for continuous improvement. Gathering insights from staff helps identify what went well and what areas need refinement, allowing you to enhance future events. After each of your events, make it a habit to conduct staff surveys, debrief meetings, or one-on-one discussions to collect feedback on logistics, communication, workflow efficiency, and any challenges they encounter. This firsthand input provides actionable insights that can help optimize scheduling, improve staff training, and refine operational strategies in the future.

Manage Hospitality Event Staffing for Large-Scale Events With StaffConnect 

The success of hospitality staffing for large-scale events lies in efficiency, organization, and real-time communication, all of which StaffConnect is designed to provide.

With features tailored for high-demand event environments, StaffConnect helps streamline operations from start to finish. Its centralized communication hub keeps staff updated with instant messages and automated reminders, ensuring everyone stays informed before, during, and after the event. Real-time GPS check-ins and check-outs help monitor attendance and track work hours with accuracy, eliminating uncertainty.

Beyond communication and tracking, StaffConnect prioritizes security and efficiency. A protected database safeguards staff records, while integrated scheduling tools, payroll management, and performance analytics simplify workforce coordination. For businesses looking to maintain a distinct brand identity, StaffConnect also offers customizable white-label branding.

Intrigued about StaffConnect? We got you. Book your free demo with us today to learn more!