Whether it’s the perfect summer block party, a black-tie charity gala, or a small, intimate wedding, planning a successful event is no small feat. The right staff can make all the difference—they’re the friendly faces greeting the guests, setting up and tearing down the event, and the behind-the-scenes problem-solvers making sure everything runs smoothly. That said, finding an affordable event staffing company can be a challenge on its own, especially if you’re on a budget. High staffing costs can quickly add up, and without careful planning, it’s easy to overspend, leaving less room in your budget for activities, decorations, and food.
This handy guide provides you some simple and effective strategies to build and manage an effective and affordable event labor while keeping costs in check, so you can make the most with your resources and focus on creating an unforgettable experience for your attendees!
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Start Planning How You’ll Staff Your Event Early
The biggest mistake you can make is scrambling to put everything together at the very last minute. Give yourself time—more time than you think you’ll need—to define your event’s staffing needs and plan for all possible contingencies. First, research prices and develop a realistic budget for your event needs, and go from there.
A small, local event like a work party with twenty or fewer guests can probably be squared away in a month or two and will probably cost under a thousand dollars. A larger event or more elaborate event like a location wedding may require upwards of six months to a year of organizing and several thousand dollars. The earlier you start planning, the more opportunities you have to find affordable event staffing solutions before the best people are booked up, and the more time that gives you to expand upon your initial idea and anticipate potential challenges, from ensuring the venue you’ve chosen can accommodate for the number of guests you expect to host to finding sponsors.
With more time to plan, you’ll have more flexibility in the hiring process for your staff, allowing you to conduct more thorough interviews, secure vendors, scope out local staffing agencies, compare rates, and provide hands-on training to your team. This also gives you an extra buffer for potential surprises, like a key staff member pulling out or change in guest numbers.
Research Affordable Event Staffing Near You
Local staffing agencies may be the first place you think to look, but don’t be afraid to broaden your horizons. Gig-based platforms like Taskrabbit and GigSmart can help you find local, specialized staff near you to meet your particular event needs, whether you’re looking for charismatic hosts or experienced bartenders. Often, connecting one-on-one with specialists this way will give you more wiggle room in planning your event, rather than a one-size-fits-all approach you may find from larger agencies.
Social media is another valuable tool. Exploring local Facebook groups or neighborhood apps can connect you with nearby talent to add a special touch to your event. Community organizations like local nonprofits or student clubs often have members eager to gain experience and fulfill volunteer commitments for a mutually-beneficial arrangement. This not only helps save on staffing costs, but adds a unique, community touch that can make your event truly one-of-a-kind.
“My most effective cost-saving staffing hack? Building relationships with local college hospitality programs. These connections gave us reliable event staff at about 30% below market rates, and the students got some real-world experience out of it.”
Joe Hawtin, Owner, Marin County Visitor
Consider Hiring Hourly Event Staff
Hiring an hourly labor service such as UniMovers can be a game-changer for your budget. UniMovers provides affordable event staffing by the hour to meet your event needs for a flat hourly rate with no hidden fees. Whether you need food-runners to keep the trays moving, waitstaff to serve drinks with a smile, or some extra sets of hands to set up decorations and heavy equipment, this is a cost-effective way to get reliable staff tailored to your unique event!
With an hourly labor service, you don’t need to commit to a lengthy contract or worry about getting price-gouged by venue staff making you pay for time or services you don’t need.
Be Flexible
Though you already have a clear vision in mind, you also need to remain flexible with your staffing needs. Unexpected changes are almost inevitable—last minute cancellations, an unexpected surge in guest numbers, surprise weather conditions. Make sure you have a backup plan or a dozen for critical positions.
This could mean cross-training your staff members with multiple skillsets, like making sure your stagehands can also serve drinks in a pinch. For non-specialized tasks, consider hiring “floaters”—extra sets of hands to patrol the venue and step in where they may be needed. Having backups for critical roles, such as performers, ensures the event can still succeed if things don’t go exactly as planned. This way, a last minute no-show is inconvenient, but you will still be able to ensure the event plays out seamlessly. The show must go on!
“The most effective cost-saving tip I’ve used for staffing events is cross-training team members to handle multiple roles. Instead of hiring separate individuals for each function, I trained a small group of staff to manage tasks like registration, customer service, and event setup. This not only reduced labor costs but also helped create a more flexible, efficient team that could adapt to changing needs during the event. It made a huge difference because we didn’t have to worry about staff shortages or extra costs from hiring temporary workers. The key is ensuring the team is well-prepared and versatile, which ultimately makes the event run smoothly while keeping costs low. This approach saves money without sacrificing the quality of the experience for both attendees and staff.”
Georgi Petrov, CMO, Entrepreneur, and Content Creator, AIG MARKETER
Clearly Outline Staff Expectations and Responsibilities
Once you’ve put together your dream team, you need to set them on the path to success. Do this by clearly outlining each staff member’s roles and responsibilities, leaving no room for confusion or miscommunication. Provide a set of clear and realistic guidelines that cover key tasks, expectations, and who to report to if any problems arise, whether that means running out of paper cups or a medical emergency. This not only reduces stress and pressure for your staff but provides a more professional, polished experience for your guests that they’re sure to notice and appreciate.
Consider hosting a pre-event meeting with your staff members onsite and letting them ask clarifying questions. Walk them through the venue, explain the flow and schedule of the event, and address any major concerns. This will allow to become familiar with the location and identify potential problems before they arise.
Important pieces of information every staff member needs to know include but are not limited to:
- A general overview of the event, including the goals, themes, and general vibe you’re going for
- Event schedule—when to be onsite, when the doors open for guests, the timeline for key activities, and their own break periods
- Venue layout, including the location of bathrooms, concessions, and emergency exits
- Communication protocols (are your staff members using a group chat? Text messages? Walkie-talkies?)
- Dress code and uniforms (if necessary) so guests can identify staff with ease
- Health and safety procedures for first-aid and medical evacuation in the event of an emergency
- How to greet guests and answers for basic questions guests may have
Though these are universal, keep your event’s unique needs in mind too! If you’re serving food, for example, ensure the waitstaff can provide guests with a detailed breakdown of allergy and diet information.
Conclusion
Though staffing is perhaps the most critical aspect of planning an event, it doesn’t have to be the most stressful or the most expensive. Preparation and flexibility are key! By starting your planning early, tapping into local networks to find talent and workers, clearly defining everyone’s roles, keeping an open mind, and considering creative solutions like hourly labor, you can build a passionate, reliable team without breaking the bank. Whether you’re planning a lively charity event or a laid-back community get-together, thoughtful and informed staffing decisions make all the difference in creating a memorable experience.
Remember, your event staff are the unsung heroes responsible for bringing your vision to life! You need to make sure that they’re equipped and empowered to succeed.
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FAQs about Affordable Event Staffing
Hiring hourly labor is a simple, cost-effective solution to event staffing. You avoid incurring hidden fees or paying for more time than you need. UniMovers’ hourly laborers are flexible and able to adapt to set your specific event needs.
Every event’s staffing needs are different. Keep the scale in mind. You can realistically plan for all contingencies for a neighborhood BBQ in six or eight weeks. If you’re hosting a big charity bash or concert, it might take nine months to a year to get everyone you need onboard. If you’re unsure, it’s best to err on the side of caution and give yourself more time than you think you’ll need.
Like with planning time, set aside more money than you’ll think you’ll need. According to The Knot, the average cost for a wedding can be over $30,000. Concerts can be even more variable. A small venue can cost under a few thousand, whereas an amphitheater or large arena can be up to $50,000 a night.
Though these avenues are less traditional and can come with more risk, you can ensure the people you connect with are trustworthy by conducting interviews, gathering testimonials, and/or asking for references.
J. Dailey has an English degree with a focus in technical writing. When not busy blogging, find J. Dailey hiking, playing tabletop games, or spending time with cats.
