Hosting an event takes a lot of planning. We know, we know: that’s an understatement! But in addition to a well-planned itinerary, the top factor that can make or break the success of your event is the staff working behind the scenes. Whether you’re hosting a wedding, corporate gathering, conference, or festival, staffing helps to not only set the tone for the event but to ensure smooth execution as well.
Here’s a look at the top six challenges in event staffing in Austin TX and beyond, along with tips on how you can overcome them.
1. Last-Minute Cancellations
Nothing causes an event planning team more stress than a last-minute cancellation. That being said, it’s a fairly common challenge to crop up, with people or companies cancelling for reasons ranging from illness to transportation issues. While understandable, these last-minute no-shows can leave you short-handed and stressed.
One thing you can do ahead of time is to create a list of dependable backup staff you can call at a moment’s notice. For another, you can maintain strong ties with Austin staffing agencies that can jump into action in the event of such an emergency.
2. High Staff Turnover
The event planning industry is no stranger to high turnover. It can get costly and time consuming to continually train staff, especially for temporary or part-time roles.
First off, build a culture of respect and recognition from the get-go, providing valuable feedback and encouragement. In addition to frequent positive reinforcement, offer competitive wages and perks such as free meals or transportation stipends. When your staff members feel like they are heard, they are more likely to work hard for you and show up.
3. Inexperienced Staff
Ideally you want staff members that are highly trained and can jump into their roles with gusto. In reality, not all staff members have the skills or knowledge you need for your specific event. Untrained staff can not only damage the guest experience, but they can reduce efficiency and increase the work burden on more seasoned team members.
Make the investment in standardized training modules that you can use for all staff that encompasses your company’s brand values, your expectations for each event, and basic service protocols. You’ll have to hold a pre-event briefing meeting beforehand just to catch everyone up, but this small effort can go a long way. It’s also helpful to pair experienced team members with newbies so they get a hands-on learning experience of what is expected.
4. Communication Gaps
Effective communication is important for any team, and this is no different in the event staffing industry. However, communication breakdowns can easily happen when you’re dealing with multiple staff, vendors, and coordinators, not to mention chaotic environments on the day of the event. The last thing you want is to have delays, duplicate efforts, or poor guest experiences.
Putting a centralized communication system into place through team messaging apps or shared schedules can be extremely helpful to keep everyone on the same page in real time. Assign one point of contact for each event, and conduct a brief meeting before the event to go over timing and roles.
5. Incompatibility Between Staff Skills and Event Requirements
It’s important to match the right staff with the right event. Hiring staff across the board to handle all types of events can be disastrous. For example, staff hired for a clambake in a backyard may not necessarily be well suited to cater a formal gala.
When choosing staff, make sure to clearly define the type and tone of the event, as well as audience and requirements. This will help you match the skills and demeanor in your staff with the type of event you’re hosting. When putting in a request for staff for your event, be sure to tell the agency what you need in terms of skills, dress code, special requirements, and expected interaction levels.
6. Cultural and Language Barriers
Diverse settings can result in language barriers or varying cultural norms that can lead not only to simple misunderstandings but to unintentional offense. It’s important to understand your audience, incorporating respectful entertainment and activities, and even inclusive menu planning, suggests LinkedIn.
Keep cultural sensitivity in mind when hiring staff for your event. Some events may require multilingual staff or experience in cross-cultural settings, so be sure to specify this with your agency. It can also help to hold training on cultural etiquette and inclusivity to ensure a positive guest experience.
Building a Seamless Event Team
Event staffing goes beyond the science of filling roles. It’s also about crafting a mindful environment that brings all team members together to contribute to the overall harmony of the event.
Yes, challenges crop up and can throw a wrench into the works, but with some proactive planning, clear communication, and a deep understanding of your audience, you can pull off a successful event, large or small.
