Event Staffing Pricing
Event staffing pricing, explained. How we quote, what typical projects cost, and exactly what you get for the money.
Or call (303) 720-6060
Event Staffing Pricing by Project Type
Typical all-in project ranges. Your written quote depends on the team, the hours, the dates and the market.
Single-day activation or street team
A pop-up, sampling day, festival booth or street team push. A briefed crew for one day, GPS check-in, field photos and a recap.
Price My ProjectTrade show staffing
Booth hosts, lead capture and demo staff for one show, briefed on your product before the doors open, with daily lead and interaction counts.
Price My ProjectMulti-week sampling or retail demo tour
Sampling or in-store demos across many stores, events or cities over several weeks, with team leads, counts by location and weekly recaps.
Price My ProjectOngoing programs and retainers
A standing team or a recurring event calendar, with one account lead, a live client portal and monthly reporting.
Price My ProjectHow Event Staffing Pricing Works
- Step 1
Tell us the event
Dates, city, what the team needs to do and how many people you think it takes. A rough idea is fine.
- Step 2
Get a written quote
One all-in project price with the staffing plan spelled out. Travel, if any, is its own line, billed at cost.
- Step 3
We staff and run it
We recruit, brief and confirm the team, check them in by GPS and stay on call for the whole event.
- Step 4
You get the recap
Photos, counts and notes, AI-drafted and checked by our team, within 48 hours.
Pricing by Market
Denver and Colorado
Our home market since 2008. Denver metro, Boulder, Fort Collins, Colorado Springs and the rest of the Front Range use local staff, so there is no travel line. Mountain towns and ski resorts can add travel time, and sometimes lodging on multi-day work, billed at cost.
Denver event staffingCalifornia
Los Angeles, San Diego, Orange County and the Bay Area are staffed with local teams. Bay Area projects tend to land higher in each range because local staffing costs more there.
Everywhere else in the U.S.
We staff events nationwide. When we use local staff, there is no travel line. When a program needs people to travel in, travel is billed at cost and shown before you book.
What Moves a Quote Up or Down
Team size and length
How many people, how many hours and how many days. This moves the price more than anything else.
Roles
Team leads, managers, mascots, product specialists, bilingual staff and alcohol-certified sampling staff cost more than general brand ambassadors.
Market
Most markets land in the same ranges. High-cost markets like the Bay Area land higher. Out-of-market travel is billed at cost.
Dates
Big convention weeks, festival season and major sports weekends fill crews fast. Booking early gives you the widest choice of staff.
Reporting and scope
Every event gets a photo recap. Programs that need planning, logistics, a live client portal or custom data capture sit higher in the range.
What Every Project Includes
- Recruiting, vetting and confirmation of every shift
- Brand training and a written brief before the event
- GPS check-in so you know the team showed up on time
- Photos from the field, organized by shift
- A recap with counts and notes within 48 hours, not just a timesheet
- A dedicated project manager who picks up the phone
What Can Be Quoted Separately
- Travel, lodging and per diem for out-of-market staff, billed at cost
- Parking at venues that charge staff for it
- Overtime beyond the scheduled shift
- Background checks, when your program requires them
- Product, samples, uniforms and event equipment
Anything on this list is quoted as its own line, so you see it before you book.
Gig App, Staffing Broker or Managed Team?
Cheaper options exist. Here is what changes as the price goes up.
| Question | Gig app | Staffing broker | Air Fresh managed team |
|---|---|---|---|
| Who recruits and screens staff | You pick from profiles | A partner agency | Our team |
| Brand training before the shift | Usually none | Varies | Written brief for every person |
| Someone on call during the event | Sometimes | Yes, plus a team lead on larger crews | |
| No-show replacement | Repost the shift | Varies | We backfill from our bench |
| Report after the event | Timesheet | Timesheet or summary | Photo recap plus counts, AI-drafted and checked |
| Live client portal | Rarely | Yes, on multi-week programs |
Want to see the report before you buy? Look at a sample recap and the client portal.
Event Staffing Pricing FAQ
How much does event staffing cost?
It depends on the size of the project. A single-day activation or street team typically runs $2,500 to $7,500. Trade show staffing typically runs $3,000 to $10,000 per show. A multi-week sampling or retail demo tour typically runs $15,000 to $45,000. Ongoing programs and retainers start from $5,000/month. Travel billed at cost.
Do you publish hourly rates?
No. We quote the whole project, all-in, so you can compare one number against your budget. The quote spells out the team, the hours and the days, and lists travel as its own line when there is any.
Is there a minimum project size?
No. We staff single-ambassador, single-day events too. If your budget sits below the typical range, tell us anyway and we will show you what it covers.
What is included in the price?
Recruiting and vetting, brand training, a written brief for every person, GPS check-in, field photos, a recap within 48 hours and a dedicated project manager. Larger crews get an on-site team lead. Travel for out-of-market staff is billed at cost.
How far ahead should I book event staff?
Two to three weeks is ideal for most events. Big convention weeks, festival season and major sports weekends book up early, so plan further out for those dates. Short-notice requests are often possible. Call us and we will tell you the same day.
Do you staff outside Denver?
Yes. Denver is our headquarters, and we staff events nationwide. Out-of-market travel, when a program needs it, is billed at cost.
Why not use a gig app for cheaper staff?
Gig apps work well when you need a body for a simple shift. A managed team costs more because someone recruits for your brand, trains the staff, watches the shift and sends you a report you can share. Pick the model that matches what is at stake.
What reporting do I get?
Every event gets a photo recap. Programs get an AI-drafted recap that our team checks before it reaches you, within 48 hours, with counts, highlights and issues. Multi-week programs also get a live client portal with the schedule, staffing status and photos.
More for Event Planners
Get a Fixed Quote for Your Event
Tell us the date, the city and how many people you need. We will send a written quote.