How to Staff Your Next Event

If you’ve ever planned a large event, you know how hard it is to determine how many volunteers or staff you’ll need to make the event run smoothly. So, you turn to your good friend Google and find out that the general recommendation is one (1) staff member per 50 to 100 attendees. 

Great. But, that’s a broad generalization, and it’s critical that you get the number right. After all, if you understaff an event, your attendees will suffer. And if you over-staff, it will cost you money or sour a valuable relationship. You don’t want your volunteers feeling unappreciated because they’re standing around doing nothing. ​

Define Roles 
To figure out the appropriate number of staff – either paid or volunteer -- you need to start by being clear on what needs to be covered and for how long. 

For example, a registration desk is usually a busy place at the start of a conference or event. You may need several people to help when everyone arrives during the same half hour. But once the rush is over, you may only need one individual to handle late-comers or to serve as an information desk where attendees can get their questions answered. The other volunteers or staff can be assigned a new task. 

Take time to identify every job that needs to be covered and for how long. Here’s one way to do it: 

Role: Registration  
Where: The lobby  
What time: Arrive at 7:00 a.m. and be ready to start at 7:15 a.m. Finish at 9:30 a.m. 
Role or duties: Welcome attendees, capture attendee data for onsite registration, assist attendees at iPad kiosks, provide event information to attendees, distribute agendas and notebooks, encourage attendees to register for post-event training.   

Some common roles at events: 

• Set-up and Tear Down – unloads the stuff (and there is always stuff) like signage, programs, name tags. Sets up easels for signage, places candy on the tables, distributes exhibitor packets, and organizes swag bags. At the end of the day when everyone is tired, assign someone to help load the stuff (likely less than during set-up but still stuff) and bring it back to the office. 
• Registration/Information Desk – checks in attendees, hands out name tags, collects onsite registration fees 
• Traffic Control/Wayfinding – helps attendees find where activities or meetings are held, or where the buffet food line is  

• Greeters (likely overlap to the traffic control/wayfinding group) – sets the tone for the day by offering a friendly welcome and smile as people enter the space of the event 
• Room Hosts – introduces speakers, assist people in activities (for example, a silent auction) 
• Handlers for Speakers or Special Guests – welcomes a speaker, accompanies the speaker to the room where their presentation is, introduces them to other speakers or the emcee, helps special guests find where they are expected to go or be 
• Media Liaison -- hosts all media and prepare volunteers (like the event planning committee) for possible interviews  
• Volunteer Trainer – trains staff and volunteers a few days prior to the event or mini-training at volunteer check-ins prior to volunteer shifts 
  
  

Identify the People 
Now, determine who can fill those roles. If you’re hosting a company-sponsored event, you may rely on employees to serve in familiar roles. For example, you may ask your communications director to serve as a liaison to media and to oversee social media for the day.  

You might ask an employee to do something different than what they normally do. For example, your payroll specialist may be asked to host one of your speakers. Don’t get too caught up on titles as long as it’s clear what needs to be done. And don’t be afraid to ask someone to serve in one area while it’s busy, and then do something else once the rush is over. 

Assign one-point person for every event area. An area can be a geographical space or a category, such as event program, refreshments, vendors. That point person might have an assistant or even an assistant to the assistant (as one client, who was having a bit of fun, once recommended). This point person is important so that volunteers and other staff know whom to contact if there are issues.  

In addition, map out a clear chain of command among everyone onsite. Collect names and cell phone numbers so you know how to reach people. 

One helpful hint: walkie-talkies can be valuable communications tools for staff and/or point people when an event is large (either by space or number of attendees). Cell phones are great, but may not always work well in situations where people may have their ringers off or where coverage is spotty.  

By defining roles and identifying the right people, you’re well on your way to making sure everything runs as smoothly as possible. 

– Anita