Proper staffing can make or break your event. Use this comprehensive checklist to ensure nothing falls through the cracks.
Pre-Event Planning (4-8 Weeks Out)
Staff Requirements
- Define all roles needed
- Determine staff quantities per role
- Create detailed job descriptions
- Set experience requirements
- Establish dress code
Logistics
- Confirm event dates and hours
- Identify venue location(s)
- Plan for breaks and meals
- Arrange parking/transportation
- Prepare credential/access needs
Training
- Develop training materials
- Schedule training sessions
- Create product knowledge guides
- Prepare FAQ documents
- Plan role-play scenarios
Week Before Event
Confirmation
- Confirm all staff assignments
- Send schedule reminders
- Distribute venue details
- Share emergency contacts
- Verify transportation plans
Materials
- Prepare uniforms/attire
- Assemble training kits
- Print schedules and maps
- Gather technology/devices
- Stock supplies and giveaways
Event Day
Morning
- Conduct team briefing
- Distribute credentials
- Position staff at stations
- Test equipment and technology
- Review emergency procedures
During Event
- Monitor staff performance
- Manage break rotations
- Address issues immediately
- Track key metrics
- Document highlights
End of Day
- Collect materials and equipment
- Gather staff feedback
- Thank team members
- Note areas for improvement
- Plan next-day adjustments
Need help with event staffing? Call Air Fresh Marketing at 303-720-6060.
Related Topics
Event Staffing
Checklist
Event Planning
Staff Management
