Temporary Vs. Permanent Event Staff: When to Hire Each

When you're faced with tight staffing deadlines and growing pressure, it’s easy to get confused about whether you should hire temporary event staff or permanent event staff. In the rush, you might be tempted to simply recruit whoever’s available to get things done quickly. It seems like a quick fix, right? But trust us, more often than not, that choice can end up creating more headaches than it solves.

In this guide, we’ll break down the key differences between temporary and permanent event staff so you can determine when to hire temporary help and when to invest in permanent team members. 

What’s the Difference Between Temporary and Permanent Event Staff?

You can’t decide who to choose between temporary and permanent event staff if you do not understand the differences between these two employment types. Keep reading as we break down these differences one by one.

1. Employment Duration

Temporary event staff are employed for short-term needs, ranging from days to weeks, or a single event. Contracts usually end as soon as the event or season is over. Meanwhile, permanent event staff are hired on a long-term basis, either full-time or part-time. Their contract duration extends as long as they remain a valuable part of the team or as they desire.

2. Skill Specialization and Scalability

Temporary staff are hired for specific, task-driven roles like event ushers, bartenders, or registration assistants. On the other hand, permanent staff develop a deeper skill set within the organization. They often step into more strategic roles, providing leadership and ensuring the event runs smoothly from start to finish. 

In terms of scalability, temporary event staff have the upper hand. They can be quickly hired or let go depending on event requirements, and adjustments in staffing can be made easily without a long-term commitment. Permanent event staff, however, require a longer recruitment and training process, as well as a greater budget, and thus are less suitable for scaling events quickly.

3. Onboarding Processes and Training Needs

Onboarding and training temporary staff are speedy and targeted processes. Since their time with the team is short-term, the emphasis is on role-specific tasks and getting them up to speed as quickly as possible. 

On the other hand, permanent event staff go through more holistic onboarding and training experiences. Their onboarding involves familiarizing them with organizational culture, long-term vision, and in-house systems, while training emphasizes consistency, leadership skills, and career development. 

4. Flexibility in Availability and Scheduling

Flexibility in availability and scheduling has got to be the greatest advantage temporary event employees have over event employees who work permanently. Since they are contractually hired as short-term personnel for specific events, they are able to come in on emergency notice and booked to meet precisely the requirements of your event or busy season. Permanent employees usually have fixed rosters and routines within the business. Their time is more restricted since they are concentrated on current projects and long-term objectives.

5. Labor Costs

For temporary event staff, you pay hourly wages, which means you’re only paying for the hours they work. Although these rates can be higher due to the short-term nature of their roles and the lack of benefits, the overall cost of hiring them is still relatively lower since they don’t receive long-term benefits like health insurance or paid time off. 

On the other hand, permanent event staff are usually paid a fixed salary, which can create higher ongoing costs regardless of how much work is required. They also receive long-term benefits like healthcare, retirement plans, and paid time off.

Temporary Vs. Permanent Event Staff: When to Hire Each

As discussed above, temporary and permanent event staff have distinct differences that can impact their performance and the results they bring to your event. So, which one should you hire, and when? Keep reading as we explore the best times to hire each so you can always make the smartest decision!

When to Hire Temporary Event Staff

Did you know that staffing companies in the U.S. hired 12.7 million temporary and contract employees in 2023 alone? Temporary staff make up a significant portion of the workforce, and it’s easy to see why, given the benefits they offer. However, these benefits won’t be fully realized if they’re not hired the right way. 

Here are the ideal times to hire temporary staff for optimal results.

1. One-Day Events, Festivals, and Peak Seasons

For short-term events that require quick recruitment and a large number of staff, temporary event staff are the best choice. You can quickly find and onboard temporary workers to fill roles as needed. They’re also a cost-effective solution and highly scalable, making them invaluable during peak times. When events shift or change unexpectedly, temporary staff offer the flexibility to adjust your team size on the fly, ensuring you have the right number of people at the right time without any long-term commitment once the busy period ends.

Want to make sure your temporary staff perform their best during peak seasons? Make sure to check out this seasonal event staffing guide.

2. Solving Last-Minute Gaps or High-Volume Demands

Need event staff to cover for sick or unreachable employees or handle a sudden spike in workload? Temporary workers fit the bill. They can be hired on short notice and for the exact duration you need, without long-term commitments. Additionally, they offer flexibility in working hours, allowing you to adjust staffing levels based on demand.

3. Organizing Events on a Budget

Hiring temporary staff is a smart choice when you're organizing events on a budget. Unlike permanent staff, temporary workers are only paid for the duration of the event or project. This enables you to avoid the costs of salaries and employment benefits and allocate resources more effectively budget-wise.

4. Trying Out New Roles 

Temporary staff give you the flexibility to test whether a position is really necessary, how it fits into your event workflow, and what kind of skills are actually needed. They reduce the risks of unnecessary recruitment and labor costs and enable you to make more informed decisions before committing to long-term hires.

When to Hire Permanent Event Staff

Much like temporary event staff, permanent event staff can be a valuable asset to your agency or event when hired at the right time. Here’s when to choose to hire them.

1. Staffing Essential Functions Within the Event Team

Permanent staff bring the consistency and long-term commitment needed for critical event roles. Unlike temporary staff, they undergo extensive onboarding and training, gaining a deep understanding of your internal systems and processes. Their continued presence within the company also allows them to develop the expertise necessary for high-pressure tasks like event operations, vendor coordination, and budget management. This ensures they can handle these essential roles effectively and make informed decisions on the spot.

2. Managing Complex, Recurring Events or Long-Term Planning

Imagine you’re organizing a three-day annual international summit with high-profile guests, complex security requirements, and a packed agenda. You’ll need someone to oversee logistics, manage vendors, handle real-time problem-solving, and coordinate with venue staff. This isn’t a job for someone stepping in for a day. You need a permanent operations lead, someone who understands your planning process, knows your preferred suppliers and can anticipate issues before they arise. 

When managing complex, recurring events or long-term planning, you need people who will stay with your company or team for an extensive period, or in other words, permanent events staff. Their commitment ensures careful coordination, attention to detail, and a reliable team for every event. Permanent staff can also take on leadership roles, provide strategic insights, and build lasting relationships with clients and vendors. For long-term projects or events that happen regularly, they offer the continuity needed to solve problems, plan ahead, and continuously improve processes. 

3. Expanding Your Event Operations for Long-Term Growth

As the events market continues to grow, expanding your operations for long-term success is crucial to thrive, meet rising demands, and stay ahead of the competition. To do this, you need more than just extra hands on deck. You need a team that’s fully committed for the long haul.

Hiring permanent staff ensures you have dedicated professionals who are fully invested in your company’s ongoing success. They bring stability, in-depth knowledge of your processes, and the ability to adapt as your business grows, allowing you to scale smoothly and efficiently. Permanent staff also provide the continuity needed to support growth while maintaining the quality and consistency your events require.

Manage Event Staff Seamlessly With StaffConnect

Event staffing goes beyond simply deciding between temporary or permanent staff. It’s about managing event staff effectively. That’s where StaffConnect comes in.

If you're looking for a seamless way to manage your event staff, StaffConnect is the ultimate event and staff management app to use. Designed to be your all-in-one staffing solution, StaffConnect features tools that streamline tasks, automate processes, and keep everything organized. From easy staff onboarding to multi-currency payments, GPS check-ins, and centralized communication, it’s built to save you time and reduce complexity.

Curious to see how it works? Get started with StaffConnect today by trying the free demo and see its features in action!