Event staff is a general term for employees who are hired to work at conferences, tradeshows and other large gatherings. Event staff might include security guards, hospitality professionals and models. Promotional event staffing usually requires little or no previous experience, but conference staff companies often offer some type of quick training sessions for those who will work at an event.

Education for trade show staffing will cover the job function the employee was hired to perform, but it may also be supplemented with some type of motivational or morale-boosting training. You can find many types of event staffing education and training through:

1. Seminars that provide event staffing solutions.

2. Online resources that offer self-guided learning.

3. Short training courses specific to the skills needed for any particular event staff.

Action Steps
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Choose event staffing services that can provide seminar training

Most event staffing situations do not require extensive training. But to make sure the whole event staff is on the same page, short training sessions are usually provided by the event coordinator or a third-party staffing consultant. These seminars work on basic skills, such as morale and guest service.

I recommend: Training Assembly Managers and Employees provides a host of training seminars for event staff, including motivational seminars, training the trainer, and staff supervisor sessions. The Trade Show Coach provides seminars and teleseminars that can prepare your staff for trade show events.

Learn about licensing or restrictions for staffing for events

Many event staff positions require no previous education or training, but there are some positions that demand a bit more. Depending on state requirements, those who want to work as security guards, for instance, may need a license to work an event.

I recommend: 5 Star Event Services provides many training videos and tools for those who want to work as event security. Plus, it has information about obtaining a license to work as security. Green Mountain Concert Services, and event staffing company, outlines the requirements necessary to work security for its team, which includes 48 hours of state licensing courses.

Find online resources to train temporary event staffing

Online training is a cost-effective method for those who work with temporary event staffing. This can come in many forms, including online seminars, training videos, and short courses that test employees on their knowledge of the material.

I recommend: Event Marketer provides a downloadable webinar that trains event staffers in best hiring and training practices. The International Association of Assembly Managers provides information on how an employer can create and host its own event staff training program.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  There are many nationwide event staffing programs available to those who need to quickly hire an event team. Just make sure all event staff are properly licensed to do their jobs, be they security guards or bartenders.

Event staffing is a major consideration for a business planning an event, whether it’s a business meeting, conference or employee appreciation event. Depending on the type of event, you should count on set-up, service and clean-up staff at the very minimum. A more elegant affair may require wait staff and bartenders as well.

Event staffing solutions don’t have to be difficult. Consider whether the purpose of your event is primarily educational, promotional or celebratory. Your event venue and number of guests further indicate what you need from event staff.

Knowing what you want is the first step in hiring:

1. conference staff

2. promotional event staffing

3. trade show staffing

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Hire a professional event staffing company

If you want everything to go off without a hitch and a minimum of headaches on your part, consider hiring a professional event planner or event staffing company. Event planners have the experience you're looking for.

I recommend: Search for event planners by state at the Corporate Event Channel or try a Certified Meeting Professional. Know what kinds of questions to ask an event staffing company during an interview. See recommended questions at EventMarketer.

Check with venues about available conference staff

Event venues range from the business conference center to boat cruises. More and more business choose the nontraditional venue to bring more attention and excitement to an event. Businesses that want to show appreciation for employees or to woo clients should consider activity-oriented venues like horseback riding or barbecues. Some venues provide event staff for an added fee.

I recommend: A benefit to using venue staff is their experience with the venue. This comes in handy for trade show staffing. Find the perfect venue at Eventective or business-friendly venues at BusinessMeetings.

Use a catering company for event staff

If you serve food at your event, you'll likely to hire a caterer. Most caterers have access to event staff for setting up and serving food. Need a waiter to pass around hors d'oeuvres or a bartender to mix drinks? Ask your caterer if she can provide this as well.

I recommend: Check Special Events for catering suggestions. Fill out a questionnaire at EventCatering to get a match to a local caterer who can fulfill your needs.

Consider temporary event staffing

Another option is hiring temporary event staff through temp agencies. Don't neglect nearby college employment offices. College kids often have experience in the service industry through part-time and summer jobs.

I recommend: Plan your event staffing needs with event planning software that allows you to spell out what you need for promotional event staffing or other events. Complete Membership & Event Manager offers tutorials for new staff to make orientation simpler. Special Event Staffing provides temporary wait, bar and culinary staff for Los Angeles and Ventura counties.

Tips & Tactics

Helpful advice for making the most of this Guide

• •  Be clear up about your business event needs. Clarify duties, hours and fees in writing so that there's no surprises.
• •  Consider doing a background check on an event staffing business before hiring.

Hosting an event is often consuming and stressful. A well-staffed event allows you to relax and let the event staff handle everything for you. Learn some event staffing key terms to give you the knowledge you need to find the best staff for your event. Event staffing key terms are positions or certifications you may not be aware of, such as "bar backs," "captains" or "certified meeting professionals." Before staffing your next event, review these key terms to ensure your event's success.

Action Steps
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RFP

In event staffing, RFP refers to a request for a proposal. An RFP is a formal document that details what services you need and the quality of staff you desire. Some event-staffing companies supply preprinted or online RFPs for you to fill out and return. This is not a contract. It is a request for a quote, or proposal, for their services.

I recommend: Visit On-Line Consultant Software to read more about RFPs. Learn more about an RFP at TendersZEAL.com.

Bar back

A bar back is an employee that restocks the bar. The bar back does not serve drinks. However, he or she replenishes ice, handles liquor, stocks refrigerators and refills counter items, such as garnishes and snacks.

I recommend: Find more information about the job of a bar back at Global Oneness.

Captains

A captain, or lead person, in event staffing is equal to a manager or supervisor. The captain of event staffing makes sure everything runs on time. He or she manages, sets up and breaks down the event. The captain also manages staff and handles all problems and issues that may occur.

I recommend: Find out more about the job of an event captain at Event Solutions.

Rigger

A rigger is a person who sets up the stage and all of its parts. The rigger configures all the lights and special effects on the stage's rigging. Riggers also set up the sound or other equipment required for the event.

I recommend: Read Rock & Roll Rigger to better understand a rigger's job and responsibilities.

Certified meeting professional

A certified meeting professional is an individual who has completed training and is certified to handle all aspects of event planning and staffing. A certified meeting professional must pass at least four certification tests on various business procedures to receive certification.

I recommend: Read about a certified meeting professional at MeetingsNet.

Brand ambassador

In event staffing, a brand ambassador is a hired employee who represents your company. These ambassadors depict everything your product is about. Many staffing companies staff a variety of models and actors available for you to choose from.

I recommend: Visit American City Business Journals to find a detailed description of a brand ambassador.