How Businesses Staff for the Year’s Biggest Events

The large crowds that come together during the year’s biggest events can be difficult to prepare for – and not just for the team organizing the event.

Published on March 7, 2019

Events can be a source of stress for those in charge of staffing. It’s tough to accurately determine how many people will be needed and help comes in different forms: part-time staff, full-time staff, volunteers, and contingent workers. Keeping this all organized can be a struggle for event coordinators. Having an adequate staff is vital to ensuring the event runs smoothly. So, how do businesses staff during these major events, and what tools can they use to make operations run smoothly?


Using data to make staffing decisions

The greatest tool that event management businesses have at their disposal is data. Knowing how many people attended the event in the past few years makes it easier to decide how many people to bring on based on that information. Because the work can range anywhere from general construction to pyrotechnics to security, it’s important to know well in advance how many people will be attending the event to build an appropriately-sized staff.

After determining how many people are likely to attend the event and the number of workers necessary to accommodate this group, the team putting on the event needs to decide how long each worker is needed. While this may seem like a simple decision for most roles, a few considerations need to be made that complicate matters. The first consideration is how long the set up and clean up will last for each component of the event. Then, once the event ends, temporary workers are often needed to perform cleaning and other duties. Determining what will need to be set up and where requires a detailed, complete design for the event. Not knowing how many people are needed for an event until after finalizing an event plan can introduce even further stress.


Finding the right workers

The next difficulty event managers face is where to find the required workers – especially when the job will only last a few days. Some positions can be accounted for by employing a third party, such as a sound or lighting team. Most event management groups will also have a core team, but preparing for the year’s biggest events necessitates temporary workers and volunteers. A flexible solution for finding workers on short notice is tilr, an app that connects businesses with people who are ready to get to work.

The stress faced by event management teams in charge of running a large event is shared by businesses in the area. Hotels will often have their highest occupancy rates during major events. Bar and restaurant owners are also faced with the staffing struggle. Knowing when to make a surge in staff and determining how long the workers will be needed during an event can be a hurdle.

Restaurants, hotels, bars, and event management teams all see a staggering increase in patronage during a major event. While some elect to stretch their staff and hope for the best, the most prepared businesses bring on temporary staff to fortify their workforce during the busiest times of the year. Finding people to fill in these temporary roles can seem tricky, but tilr makes it easy.