Sourcing Event Staff? Share These Four Details

Whether you’re the GM of a bustling restaurant, the Banquets Director at a hotel, or the owner of a catering business, it’s no secret to you that there are several moving parts to events.

Dates need to be scheduled. Menus need to be set. Vendors need to be coordinated. And of course, staff needs to be finalized.

But finding event staff isn't always easy and, given that no two events are the same, staffing needs will vary from celebration to celebration. 

As you prepare for upcoming events, here are four things to keep in mind in order to secure the help you need.

Event Date and Time

While it might seem like a no-brainer, communicating your event date is key. This will enable prospective event workers to cross-check their calendars and determine whether they’re available to help.

Keep in mind that some events require substantially more setup or breakdown time than others. 

If you have multi-day needs from your event staff, make sure you clearly communicate that in your shift posting. While you might need a bartender in place from the event start to finish, you could benefit from having an event assistant or event setup crew on hand the day prior.

It’s best to think about your event needs well in advance so that you can schedule event staff appropriately.

Equally as important to the event date, is the event time. 

Before committing to help, applicants will want to know how many hours they’re expected to work, what time of day they need to be on-site (we’re not all morning people or night owls!), and if they have existing conflicts.

Keep in mind the time you want your event staff there, not just the time that the event starts. For example, if you’re catering a 6:00 pm wedding reception, you definitely do not want your bartender showing up at 5:45 pm. 

When posting event staff shifts, remember to take into account any time that your staff may need for set up, staff briefings, or other prep tasks.

Event Location

This may seem like another no-brainer but a lack of clarity in location details can really throw a wrench in your staff arriving on time.

For example, if you’re planning an event at a sprawling resort, you’ll want to make sure you share the exact building name and location rather than the name of the resort itself. (ie. The Ocean Room within The Sanctuary Hotel at Kiawah Golf Resort vs. Kiawah Golf Resort).

Not every member of your event staff is going to be familiar with the location so it’s best to combat this by oversharing. The more details, the better!

Event Description

When sourcing staff for an event, communicating event details is key.

For starters, you'll want to share more information about the type of event you need help with.

While some people might love servicing wedding celebrations, others might get overwhelmed by large parties or hate being around loud music.

You’ll also want to include details about what applicants can expect to be doing throughout the course of the event. 

For example:

“As a server, you will pass hot and cold hors d’oeuvres to guests from 5:00 pm to 6:00 pm. From 6:00 pm to 8:00 pm you will serve a three-course meal. From 8:00 pm to 9:00 pm you will provide coffee and tea service in addition to dessert. You will clear tables as needed.”

Event descriptions can also help prospective applicants decipher their earning potential. For example, a bartending gig for an intimate gathering of 20 people won’t accrue as many tips as a bartending gig at a 400-person wedding. 

Lastly, depending on the type of event, you might be looking for a specific experience – for example, bartenders with ServSafe certification or wait staff with a fine dining background.

Adding in details about the event and any on-the-job benefits – such as a staff meal or parking voucher – helps prospective applicants understand whether they’re a good fit for or interested in this opportunity.

Event Instructions

Failing to prepare is preparing to fail – and when you have an important event on the line, that’s not what you want!

To ensure a successful event, prepare your event staff with detailed instructions in advance. 

This might include, but is not limited to, things like:

Dress Code

Consider the staffing positions you’re posting and what each of these shift types requires. For example, while you may not feel the need to enforce a dress code for a dishwasher given that they’re tucked away in the kitchen, you’ll definitely want to advise guest-facing staff on what’s appropriate.

Parking Instructions

If there’s a dedicated lot for event staff, make sure you convey this to your staff. Clear parking instructions will not only help your event staff avoid towing or having to move their car every few hours but it will also help you avoid late staff arrivals.

Banquet Event Orders 

Banquet Event Orders (BEOs) outline all event details so don’t forget to share this with your staff in advance. To ensure a successful event, you’ll want to make sure everyone is aware of what’s expected of them and what the event entails.

BEOs are especially helpful for wait staff as it details the menu and any relevant dietary restrictions amongst the guests.

The Key to a Successful Event

With so many moving parts, it’s easy to let things fall through the cracks – but don’t let your event staff be one of them! 

Event staff can make or break an event, but sharing the right details in your shift posting can ensure the right workers apply to help. 

At shiftNOW, we believe the way people work - and get work done - is changing. Whether you’re seeking event staff for a wedding, a bar mitzvah, or a Mother’s Day brunch, our network of high-quality, vetted hourly workers are ready to help. 

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