Welcome to Event Pulse, the Event Planner's Playbook.

Every Tuesday, I will bring you a new edition of Event Pulse - your handy guide to the latest how-tos, what-to-dos, insider tips, and need-to-know insights to keep you informed and thriving as an event expert.

I’m Camelia Yeung, an event producer turned art administrator with 28 plus years in the trenches on 3 continents and I'll be your host sharing an honest, behind-the-scenes perspective after decades on the frontlines.

Whether you're managing massive festivals, a conference or intimate gatherings, Event Pulse will ensure you're always in-the-know on what's hot and what's not.

Are you ready to take your events to the next level?

In my 28 years in the event industry, I have worked with a vast variety of teams to pull off various events. There is a reason why I reach out to a specific group of people time and time again. I trust them to do a good job, to make the right decisions, and to be as passionate about the end result as I am.

What's the secret behind building your event dream team? Over the next 5 weeks, I will dive deep into all aspects of smart event staffing, covering essential topics like recruiting and training top talent, leveraging AI benefits while avoiding pitfalls, managing staffing logistics and legal compliance, as well as motivating and cultivating a positive, high-performing team culture.

Whether you're a solopreneur or part of a large organization, this comprehensive series will provide invaluable insights on building your event dream team - the unsung heroes that represent your brand and vision to attendees.

So get ready to build your A-Team! What are your burning staffing questions or nightmare stories? Share with us in the comments below.

The Essential Guide to Smart Event Staffing 

Planning an amazing event takes a village - a well-coordinated staff village, that is. From setup to strike, having the right people who you can trust in the right roles at the right times is crucial for pulling off a flawless, stress-free event experience. 

But how do you go about building that all-star staff lineup? With careful planning and a few staffing strategy essentials! Let's break it down:

Sizing Up Your Staffing Needs

The first step is taking a good hard look at your event's size and scope. The bigger and more complex it is, the more staff you'll likely require.

Break it down! Map out every aspect from registration and greeting to A/V support, venue management, transportation coordination, and more. 

Get granular by listing out each specific role and responsibility involved. That master list will show you exactly how many people you need to bring on board across all staffing areas.

Creating the Org Chart

With those staffing roles defined, it's time to map out a clear hierarchy and chain of command. Who will each staffer report to? Which roles fall under specific team leads or supervisors? Sketch out an organizational structure that allows for efficient top-down and bottoms-up communication. 

You'll also want protocols for how teams share info and escalate issues in real-time during the event. A tight-knit staffing community with strong communication is key for swift issue resolution and keeping things running like a well-oiled machine.

The Art of Staff Scheduling

Staffing needs will naturally ebb and flow throughout your event timeline. Maybe you need all hands on deck during heavy registration periods but can scale back once things are underway.

Use staffing software and historical data to predict attendance patterns and schedule accordingly. Be sure to account for shift changes, breaks, and have contingency overstaffing in case folks call out sick.

Don't forget to crunch those staffing budgets too! Labor costs like wages, transportation, housing, and meals can add up quickly. Compare insourcing the full staff yourselves versus outsourcing certain roles to staffing agencies. A balanced approach can optimize both cost and expertise.

With some strategic planning around roles, schedules, and finances - you'll have a solid staffing foundation for delivering successful events time and time again! And the best part? No more last-minute staffing scrambles or meltdowns.

Join us next week as we explore the fascinating topic of Recruiting and Training Event Staff. We'd love to hear your personal experiences, whether positive or challenging, to enrich our discussion. Share your insights by leaving a comment below, and let's collectively learn from each other's event stories.

Planning Tips

Here are my 3 top event staff planning tips:

1. Consider working with staffing agencies or professional staffing companies. They can provide vetted, experienced event staff and can sometimes handle payroll, insurance, and other logistics for you as well. This allows you to focus on higher-level staffing strategy instead of tactical recruitment.

MeetingJobs founded by longtime industry insider Dawn Penfold is a great resource if you are in the US.

2. Start your staffing planning and outreach very early in the event cycle. Secure your core team and key leadership roles first, then build out the rest of the staffing needs. Waiting too long can leave you short-staffed or with inexperienced hires.

3. Don't underestimate the importance of thorough training. Even seasoned event staff should get briefings on your specific event goals, policies, run of show, and expectations.

Every event is different, every client has different benchmarks for success. Proper training helps your staff be better ambassadors for your event brand.

Digital Concierge – What’s That?

A Digital Concierge, also known as a virtual concierge in the event industry is a person responsible for enhancing the attendee experience through digital means. As an event planner, incorporating Digital Concierges into your staff strategy is a game-changer for elevating the attendee experience. These tech-savvy team members help enhance attendee engagement by showing them how to install and use event apps, chatbots, and engage with event content in a more interactive and tailored way.