Things to Consider Before Hiring an Event Staffing Agency

Planning a big event? While it’s important that the day goes smoothly, it can be quite difficult and stressful to juggle so many moving parts. 

That’s why many people and organizations hire event staffing agencies just to get something off their plates! However, before dipping your toes into this option, there are plenty of things you should consider first.

In this article, we’ll cover all of the basics to help you make an informed decision on hiring an event staffing agency. We’ll look at:

  • What an event staffing agency is
  • Thirteen different things and factors to consider before deciding to hire one.

Let’s get straight into it so you can make the best choice for your event!

event staff at venue

What is an Event Staffing Agency?

An event staffing agency works with you to provide the manpower to run your event. These agencies are knowledgeable about the needs for a range of events such as conferences, conventions, and even concerts or big parties! 

Once you hire them, they’ll cover all your staffing needs so you won’t need to worry about booking and paying multiple different people playing different roles. 

In effect, by partnering with an event staffing agency, you’re streamlining your event preparation – leaving you with more time to focus on other, more pressing needs.

13 Things to Consider Before Hiring an Event Staffing Agency

While event staffing agencies are an amazing service, they may not be a great choice for every event and it can be tricky to pick the right one to go with. 

Here are some key considerations to remember while you find the perfect solution for you:

1. Always Think About Your Goals and Needs First

At the end of the day, you know what you want from your event! 

By already factoring in what purpose you’d like your event to serve and deciding which aspects of the preparation process you can better optimize, you’re narrowing down your pool of choices.

Make sure that the staffing agency you’re looking into aligns with your ideal outcomes and fits within your budget and style.

2. Start Your Search Early

You should already start looking for an agency as soon as you know your event dates and venue. The best ones are often in high demand, so you want to catch them early to make sure they’re available.

You also want to leave yourself plenty of time to compare different agencies and find the right one for you. This will allow you to conscientiously weigh the pros and cons of each agency without being pressed for time.

3. Consider Their Geographical Reach

This one’s really non-negotiable. If they aren’t able to fully service your event, you’ll want to know ahead of time. 

Any reputable staffing agency will also be able to give you a clear-cut, immediate answer on their geographical range, so this is an easy question to weed out unreliable or unsuitable businesses.

4. Check Their Reputation

It’s important to go with a trustworthy, well-regarded agency, especially if your event is out of town and you’re unfamiliar with the area surrounding your venue. 

Online reviews are good, but getting in touch with someone who’s partnered with and can vouch for the quality of the agency you’re eyeing is even better. 

5. Look for Experience

In the same ilk, you want to hire an experienced, knowledgeable agency. Five hundred reviews with a 4.5-star rating will be a better bet in most cases compared to a five-star place with only six reviews. 

Reading the bad reviews is also just as useful (if not even more important) as the good ones. 

If people’s negative experiences have been in the vein of poor communication, poor performance during the event, or hidden charges, it’s best to steer clear. 

On the other hand, if the reviews complain about the agency’s inability to supply a last-minute birthday clown or refusal to service an event clearly out of their geographical range, it can be worth giving the agency the benefit of the doubt.

6. Check Staff Training and Their Event Staffing Screening Process

You’re doing your due diligence in sifting through different event staffing agencies; you’ll want your potential choices to be doing the same as well! Make sure that the agency you’ll work with has high standards for its employees.

It also wouldn’t hurt to have some questions prepared. Again, if the agency is reliable, they should be able to happily answer and meet your concerns head-on.

7. Consider Their Niche Event Types

You’ll also want to make sure that the agency has served for an event similar to yours in the past and has the ability to hire for more niche roles should you require them (such as caterers, valet, or security). 

If your event is very unique, make sure to run the agency through exactly what will be required of them, and make sure to get their written confirmation that they can fulfill your event needs before you seal the deal.

8. Additional Services/Value-Adds

What does this agency offer that others don’t? Is their specialty relevant to your event? 

If they offer a package that keeps you from having to book additional services or add-ons, this is always a plus.

9. Compare Rates and Pricing

Make sure that the agency’s prices are competitive with others in the area. If it’s on the higher end, determine if the quality of what’s on offer aligns with the hike in price. 

It’s also advisable to be more thorough with sifting through the reviews of former clients, especially with more expensive agencies. As a final note, look into whether the agency’s prices will actually fit within your budget.

10. Check Billing and Payment Policies

Check if the agency is able to work with you or your organization in terms of payment and billing methods. 

Everything should be transparent and clear-cut, and it’s highly recommended that you obtain a written copy of these policies.

Easy, clear communication with the agency about rates and intervals of payments is also a huge green flag.

11. Understand Their Refund Policy and Contingency Plans

What happens should something go wrong? 

You should be able to get a refund on any promised services that they’re unable to provide, and the agency itself should make these policies and plans clear upfront right from the start.

You also don’t want to be left in a lurch on the day of your event. Make sure you and the event staffing agency both agree on a backup plan. 

12. Always Review Contract Terms

As with any business arrangement, read the terms of the agreement carefully. 

Check whether everything is as you have discussed and that the stipulations are within your expectations. 

Don’t be afraid to flag potentially problematic contract terms and seek out the agency to see if a compromise is possible.

13. Check for Client References

Any experienced company should have plenty of client references. Read what others have to say about the business and don’t be afraid to reach out for more information if you need to. 

Having no client references or being unwilling to provide contact details for the references they’ve provided is a big red flag to watch out for. 

The Bottom Line

In most cases, hiring an event staffing agency such as Live Talent will help everything go more smoothly on the day of your event. 

Working with an agency means that all the different personal costs are grouped into one and you don’t have to worry about managing individuals.

However, there’s a lot to consider as you search for the perfect agency to meet your needs. We hope this list has been helpful and that it makes you more confident in your search!

Other Factors to Consider

People love their special events. Planning these events can be hard. Many people opt to have someone do the planning of the parties they wish to have. If you are considering having someone do this event for you and are thinking about hiring an event staffing agency, there are some things you might want to consider. Here are some of those things.

The first thing to bear in mind is the location of where the event is taking place at. There are many reasons to keep this in mind, but the biggest reason is to know what regulations they have. If you are hiring someone to cater the food, the place you are having the event at might have rules about using an outside caterer. This is especially true if they have their own catering services. Each location and state might differ depending upon what your event is.

Of course, you need to know how much money you have to work with. Hiring a staffing agency to work the event you are planning can get pretty pricey. This is why we advise calling around. Any good staffing agency will be able to tell you just what they can provide and will keep your budget in mind when planning said event. The more you have aside; the better your chances are at getting just the type of event turn out you have been looking forward to having.

When you are looking for the event staffing agency, it’s wise to know the reputation they have. While you want to look at online reviews, it’s always a good practice to ask people in your circle who they have used. People write all sorts of things with online reviews. Some companies even hire people to post positive reviews for them. You want to gather just how great they are. The agency you hire should have the skill set for the type of event you are planning and should have done a few of these as well so they know just what they need to do. Certain licenses might have to be had in order for the services they are offering during your event. They should already have these. These are just a few of the qualifications to look for when you are interviewing prospective event staffing agencies.

Live Talent’s Event Staffing Agency

You must take your time when you are choosing the agency to use. If you are going to set this big budget for this big event, then make sure that the company you choose has your best interest in mind. You deserve that much. This is why we suggest planning early on. Before you go talk to the agencies you are vetting, have an idea what you’d like including a budget. Have questions written down to ask and give yourself and the future agency plenty of time to plan this great event. Live Talent specializes in trade shows. We work with companies nationwide in many cities, but specialize in model staffing at trade shows in Las Vegas and event staffing at trade shows in Orlando. Give Live Talent’s Las Vegas modeling agency and event staffing services in Las Vegas a call before your next big event!

Above all, allow yourself to relax. We know this can be hard to do when you have a big event coming up that has to go as planned. However, you should be able to enjoy it as much as all the hard work you put into planning by using the perfect agency to set it all up for you. After all, what is the point of an event if it’s not to have fun? You would have wasted precious time.