event staff Archives - Pinnacle Event Staff

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Why Investing in Skilled Event Staff Can Save You Time and Money

When planning an event, whether it’s a corporate conference, a high-profile hospitality gathering, or an internal business meeting, the success of the event hinges on seamless execution. While it may be tempting to cut costs by using in-house staff or volunteers, investing in skilled event staff can ultimately save you time and money. Here’s why professional event staffing is a smart investment.

Expertise Ensures Efficiency

Professional event staff are trained to handle the fast-paced, high-pressure environment of live events. They understand the logistics, can quickly adapt to unexpected challenges, and keep everything running smoothly. Their experience in roles such as registration, session scanning, directional support, and event hosting means that they can manage tasks swiftly and effectively, preventing bottlenecks and unnecessary delays.

Reduced Training and Supervision Costs

Hiring in-house staff or volunteers often requires time-consuming training to ensure they understand their roles. This not only takes time away from other important tasks but also increases the risk of errors due to inexperience. Skilled event staff come prepared, requiring minimal supervision. This allows event organisers to focus on higher-level responsibilities rather than micromanaging the workforce.

Improved Attendee Experience

A well-run event leaves a lasting impression on attendees. Experienced event professionals provide excellent customer service, ensuring guests feel welcomed, informed, and well taken care of. From event hosts to registration teams and directional staff, a knowledgeable team helps create a seamless and enjoyable experience, leading to positive feedback and increased attendee satisfaction.

Avoid Costly Mistakes

Mistakes at events can be costly. Poorly managed registration desks, lost data, or inefficient crowd control can result in frustrated attendees, negative feedback, and even financial losses. Experienced event staff anticipate problems before they arise, mitigating risks and ensuring the event runs smoothly. Their expertise minimises the likelihood of errors that could otherwise lead to reputational damage or additional expenses.

Flexible and Scalable Workforce

Hiring a professional event staffing agency like Pinnacle Event Staff allows you to scale your workforce according to your needs. Whether you require a small team for an internal event or a large-scale team for a corporate conference, you can adjust staffing levels as necessary. This flexibility ensures you are only paying for the personnel you need, rather than maintaining a full-time team year-round.

Maximising Productivity and ROI

Time is money, and a well-trained event team ensures every minute is used effectively. From streamlining check-ins to efficiently managing on-site logistics, professional staff keep things on track, reducing delays and inefficiencies. The smoother the event runs, the more successful it is, leading to higher attendee engagement, better networking opportunities, and increased ROI for organisers.

Investing in skilled event staff is not an expense; it’s a cost-saving strategy that ensures a seamless, professional, and well-executed event. With their expertise, efficiency, and ability to enhance the attendee experience, professional event staff help reduce risks, eliminate costly mistakes, and improve overall event outcomes.

Whether you need support for registration, logistics, or event management, we can provide a trusted and experienced team to deliver the best results for your event. Get in touch to find out more about how we can support your event.

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How To Build An Event Team For A Large-Scale Conference

Organising a large-scale conference requires managing many things such as logistics, securing a venue, and lining up speakers. It requires a skilled, adaptable and dedicated event team to ensure the conference runs smoothly and leaves a lasting positive impression on the delegates.

Building an event team involves careful planning, understanding the roles needed and matching the right skills to each position. Whether it is for registration, AV tech support or attendee engagement, each team member plays a crucial role.

Here’s our advice on how to build an event team for a large-scale conference:

Key Roles and Responsibilities

Before assembling the team, we would identify the roles and responsibilities needed to execute the conference. An event team for a large-scale conference would often require the following positions:

Event Manager/Coordinator to oversee the entire event and ensure all departments are working together
Logistics Manager to manage transportation and equipment
Registration staff to handle delegate check-in, badges and information desks
AV and Technical support to ensure all audio-visual equipment functions smoothly for presentations and workshops
Marketing and Communications to manage on-site promotion, delegate communication and social media coverage
Speaker liaisons responsible for communicating with speakers and ensuring they are prepared and punctual.

Sourcing the Event Staff

Large-scale conference events require a mix of skilled, experienced professionals and enthusiastic support staff.

If we were providing a client with staff for a large-scale conference, we would suggest that event managers, logistics coordinators and technical support staff are critical, and these individuals must have a proven track record in these roles.

We would also suggest event support staff for roles such as registration, delegate guidance and ushering. These staff would be highly motivated individuals with excellent communication skills.

Matching Skills To Each Role

When we source event staff for a large-scale conference, we match the right skill sets to each role to ensure a smooth-running event.

Communication skills: Essential for registration staff, ushers and speaker liaison.
Technical Aptitude: AV techs and IT support need a strong background in audio-visual systems and troubleshooting.
Problem-solving Abilities: For roles like logistics lead or event manager.
Organisational skills: Critical for the event coordinator.

Building a team with these strengths will ensure that each role is executed to its fullest potential and result in a well-organised and professional event.

Provide A Comprehensive Briefing

Before every event, we ensure that the event staff we provide to a client are briefed on the specific details and unique features of the conference. We cover:

Event goals and objectives
Event layout and schedule
Customer Service standards expected

Encourage communication and collaboration with the team

When we provide staff for an event, we really encourage that they have an open line of communication, especially teams with overlapping responsibilities.

Establishing clear channels and routines helps maintain order, even in the busiest of moments. Items that help this are using real-time communication tools (e.g., event radios), daily briefings if the event is over several days to highlight any changes or challenges that might arise, and check-in periods where the team check-in throughout the day to provide updates or any issues.

Finally, when we build an event team for a large-scale conference, we evaluate the event with our client post-event. We conduct a debrief to assess the team performance and gather insights for future events. We gather feedback, analyse the outcomes and recognise any achievements by the team, acknowledging the hard work of the event staff.

We believe that by carrying out this de-brief, we can refine the process, improve the team structure and enhance the event staff for future conferences. With the right team in place, your large-scale conference can achieve its goals, impress delegates and reinforce your reputation as a successful event organiser.

If you would like to discuss your event staffing requirements for your next conference, please get in touch.

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A Guide For Event Organisers About How To Choose The Right Event Staff

When you organise a successful event, regardless of it being a small conference or a large corporate gathering, it relies heavily on the quality of your event staff. The right team can ensure smooth operations, excellent customer service and overall, a positive experience for your guests.

Selecting the right event staff can be challenging and knowing what to look for is crucial. This is where we come in! We’ve put together the following guide to provide you with key factors to consider when hiring event staff and the potential challenges you might face.

What Qualities Should Your Event Staff Hold

Experience

This is very important and needs to be relevant experience. If you need registration staff or event coordinators, it is essential to hire individuals that have experience in similar roles. Staff who have worked in conference settings before are familiar with the high-pressure environment and will be prepared to handle any issues that might arise.

Communication Skills

The staff at your event will often be the first point of contact for your guests. It is therefore essential they are approachable, articulate and can manage interactions with attendees.

Flexibility and Adaptability

Things don’t always go to plan with events, so your staff need to be able to think on their feet and adapt to changing circumstances. Whether it is dealing with last-minute changes or unexpected challenges, having adaptable staff will mean your event still runs smoothly.

Appearance and Attitude

The event staff that you hire will ultimately represent your brand, so they need to always maintain a professional appearance and attitude. Look for event staff that present themselves well and demonstrate a positive, proactive approach to their work.

Teamwork and Reliability

Event staff usually work as part of a larger team so it is essential that they can collaborate effectively. Reliability is also key – having staff turning up late or not at all can disrupt an event’s flow. Our staff have a proven track record of punctuality and dependability.

The Advantages of Hiring the Right Event Staff

The main advantage is that the right event staff can enhance the guest experience. They will feel welcome and will be looked after throughout the event. Professional event staff can help build the brand’s reputation and leave a lasting positive impression.

Another advantage of hiring the right event staff is that they can ensure the event runs smoothly from start to finish. From setting up the venues, to managing guest registrations, professional event staff can keep operations on track.

Thirdly, outsourcing your event staff will reduce your stress of managing the event. Knowing that you have a professional team of capable and reliable staff allows you to focus on more important things such as sponsors and attendees instead of the logistical issues.

The Disadvantages of Hiring Event Staff

When we start to work with new clients, they often explain that one of their biggest challenges is finding professional event staff with the right qualifications and experience. It can be tempting to cut costs and hire staff that are less qualified, but this can lead to a poor service and potentially impact your event negatively.

Clients have also shared with us that sometimes in the past they have had staff cancellations at the last minute which can be a real pain for organisers. Working with us, will give you peace of mind as we can provide backup staff to mitigate the risk of this happening.

Choosing the wrong event staff agency can also be a disadvantage because the staff they provide may not align with your values or the event ethos. We make sure that at planning stage, we understand your brand values and make sure that we match the right staff to your event.

Having a successful event depends on many factors but choosing the right event staff is key. By prioritising experience, communication skills and reliability can lead to a smooth and stress-free event.

If you are planning a conference or event and need assistance with staffing, please get in touch and we can discuss your requirements in more detail.

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Event Staffing Matters

Why Event Staffing Matters with Pinnacle Event Staff

In the world of event management, where every detail is meticulously planned and executed, event staffing plays a pivotal role in ensuring seamless experiences for both organisers and attendees. We have been making waves in the industry and transforming events into unforgettable moments with our engaging staff members. This blog will delve into the importance of event staffing and how Pinnacle Event Staff has emerged as a game-changer in this dynamic domain.

The Backbone of Successful Events

At the heart of every successful event lies a team of well-trained and passionate event staff. Whether it’s a corporate conference, a high-profile gala, or a music festival, event staffing is the invisible thread that weaves together every aspect of an event. We understand this critical aspect and pride ourselves on curating a diverse and skilled team, capable of handling a range of event requirements.

Enhancing Guest Experience

Guest experience is paramount to the success of any event. From greeting attendees with a warm smile to guiding them through the venue, event staff members are the face of the event. We excel in creating a welcoming atmosphere that puts guests at ease and ensures their needs are catered to throughout the event. Our staff have exceptional interpersonal skills and attention to detail which contributes to the seamless flow of the event, leaving a lasting impression on attendees.

Efficient Event Logistics

Behind the scenes, event logistics can be a labyrinth of challenges that only skilled event staff can navigate. We take pride in providing staff before the event to assist with meticulous planning and coordination, ensuring that all logistical aspects run like a well-oiled machine. From managing registration desks to coordinating VIP access, their expertise streamlines the event, leaving no room for hiccups.

Adapting to Dynamic Situations

In the fast-paced world of events, adaptability is key. Unforeseen circumstances can arise, and quick-thinking event staff are essential in handling any situation that comes their way. We instil a problem-solving mindset in our event staff, ensuring that they can handle any curveballs thrown during an event, ensuring a smooth experience for all involved.

Personalisation and Brand Representation

At Pinnacle Event Staff, we understand that every event is unique and requires personalised attention to match the client’s vision. We work closely with our clients to understand their brand identity and culture, ensuring that our event staff represent the brand with professionalism and authenticity. This personalised touch leaves a lasting impact on attendees, strengthening brand loyalty.

Safety and Security

Ensuring the safety and security of all event attendees is a top priority for us. We ensure our staff undergo training in crowd management, emergency protocols, and health and safety measures. Their expertise in maintaining a secure environment allows event organisers and attendees to focus on enjoying the event without worry.

As the event industry continues to evolve, the significance of event staffing cannot be overstated. We have emerged as a trailblazer in this domain, revolutionising the way events are managed and experienced. Through our commitment to excellence, a personalised approach, and unwavering dedication, we set a standard of service that elevates every event to new heights. Our ability to make every moment count ensures that events leave a lasting impact, becoming cherished memories for all who attend.

For event organisers seeking to elevate their events to the next level, partnering with us is a decision that promises to make every moment matter. Get in touch to learn more about how we can help make your event a success.

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The Benefits of Hiring A Professional Event Staffing Agency

Planning and executing a successful event requires meticulous attention to detail and a skilled team to ensure everything runs smoothly. From corporate conferences to hospitality, the right staff can make a significant difference in the overall experience.

While it may be tempting to handle event staffing internally, there are numerous advantages to hiring a professional event staffing agency. We will explore the benefits of entrusting your event staffing needs to a dedicated agency like Pinnacle Event Staff.

Expertise and Experience

Professional event staffing agencies, like us, specialise in providing qualified personnel for various events. We have extensive experience in assessing client requirements, understanding event dynamics, and matching the right individuals to specific roles. With our expertise, we can help you build a team that aligns with your event’s vision and objectives. From event managers to registration staff, we have a diverse pool of skilled professionals to cater to your specific needs

Time and Cost Efficiency

Planning an event is a time-consuming process, and managing the staffing aspect can be overwhelming. By hiring an event staffing agency, like us, you can save valuable time and focus on other critical aspects of event planning. We have an established network of trained personnel readily available, eliminating the need for you to advertise, interview, and train new staff members. Moreover, we often have competitive pricing structures and can help optimise your budget by providing cost-effective solutions.

Flexibility and Scalability

Events can be unpredictable, and staffing requirements may fluctuate based on various factors such as event size, delegate count, and programme changes. We can offer the flexibility you need by adjusting the staff numbers and roles as per your evolving needs. Whether you need additional staff on short notice or need to downsize the team, we can quickly accommodate your requests, ensuring seamless event execution.

Trained and Reliable Staff

When it comes to event staffing, reliability and professionalism are paramount. We carefully vet and train our staff members, ensuring they possess the necessary skills, knowledge, and experience to deliver exceptional service. From hospitality and customer service skills to technical expertise, you can trust that the staff provided by us will be reliable, well-prepared, and capable of handling various event scenarios.

Enhanced Guest Experience

The success of an event often hinges on the guest experience. By engaging us, you can elevate the overall experience for your attendees. Experienced staff members can greet guests with warmth and professionalism, efficiently manage registrations and check-ins, handle technical setups, assist with seating arrangements, and provide exceptional customer service throughout the event. Their presence ensures a seamless and enjoyable experience, leaving a lasting impression on your guests.

While planning an event can be an exciting endeavour, it can also be overwhelming without the right team in place. Hiring a professional event staffing agency, like us, offers a wide range of benefits, from expertise and experience to time and cost efficiency. By entrusting your event staffing needs to us, you can focus on other crucial aspects of event planning while ensuring a well-organised, memorable event for your guests. So, consider partnering with us and enjoy the peace of mind that comes with knowing your event is in capable hands.

If you’re planning an event and are considering outsourcing your staffing needs, we encourage you to get in touch to learn more about how we can help make your event a success.

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5 Reasons Why You Should Hire Promotional Staff

Are you planning a product launch and thinking about whether you should hire promotional staff? With a product launch you need to make a great first impression with potential customers and make everyone feel at ease. Sometimes you can think that using internal staff is the best solution but this isn’t always the case.

Promotional staff have particular skills that make them always appreciated by event guests and in turn they make the guests feel welcomed and taken care of.

Promotional staff have great personalities

Promotional staff deal directly with your guests and potential customers. They are therefore usually very kind with a willingness to always help. They have patience in listening to what people need, they work as a team and can also be very flexible in adapting to an event or theme.

Promotional staff are trained

Event staff can often find themselves working at a product launch one day and a trade show or medical conference the next. All our staff are trained to be flexible and work with different industry sectors and different guests or delegates.

Promotional staff can start work before the event begins

Our event staff are often on hand to work before the event begins. They can assist with setting up promotional stands, preparing goodie bags, distributing brochures and making any samples.

Promotional staff create engagement

Event staff know what to do to motivate your guests and encourage them to engage with your brand. They know how to encourage potential customers to try a new product with no pressure, just by being friendly and outgoing.

Event staff can welcome guests or capture data

Promotional staff can capture data from potential customers with good manners and politeness. They can also welcome guests when they enter the venue. This welcome and first impression can make the guest’s experience memorable.

If you would like to find out how our promotional staff can assist with your event then please get in touch.

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Staffing For Corporate Events

Behind every successful corporate event, is a great team of corporate event staff. Many of our clients approach us asking what staff they should hire and what roles matter the most. Here is our guide so that you have all staffing for corporate events covered.

At this point, we should point out that some of these staff roles may already be covered by an in-house member of your team. Also, if you have a small team then one member of staff may also play multiple roles within your organisation.

Head of Events

This role leads the event strategy, sets the vision, builds the team and allocates the budget. The head of events also manages the external and internal partnerships. This is usually the person we liaise with when organising staffing for corporate events.

Event Coordinator

This person usually overseas the event process, supervising the rest of the team to make sure no mistakes are made. The Coordinator will keep the Head of Events up to speed with the day-to-day running of the event.

On-site Lead

On the day of the event, you will usually have a team of corporate event staff at the event including registration, directional staff and anyone there for extra help. The on-site Lead is the go-to person for anything related to what happens on the day of the event at the venue.

The Pinnacle Team is comprised of tried and tested event staff including; registration teams, session scanning, directional staff, event hosts, team supervisors, onsite co-ordinators, event managers, logistics specialists, data capture teams, rebooking staff, photographers and videographers.

We are happy to be as involved with your planning process as you would like us to be; some of our clients look to us for guidance and some simply use us time and time again for the great staff that we provide.

If you would like to speak to us about staffing for corporate events then please get in touch.

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How we are dealing with the event staff shortage

When the pandemic hit back in 2020, the events industry was dealt a massive blow. Now we are in 2022, we see recovery is in sight, bookings are coming in and the demand for live events is growing. There is however, still the problem is the event staff shortage.

Many people working in events back in 2020 had to make the decision to leave the events industry in order to survive. We had little assistance as an industry from the government during the pandemic and the event staff shortage is having a knock-on effect on the recovery for many businesses.

The hospitality sector seems to be hardest hit with hotels and restaurants operating at half their capacity due to staff shortages. Restaurants struggling to find chefs and front of house staff are fighting to survive. Many people in the events industry also decided to retrain and are now in their new jobs meaning it is very doubtful they will return to the events industry.

So, what can we do?

As an industry, we need to highlight the value of events staff and reward the talents of the staff.

We need to show that working in events, provides people with flexible hours so they can work around other commitments and still manage a better work-life balance that we all aim for.

Events provide flexible working solutions which may be more attractive than full-time office work.

As an industry, we need to expand where we look to recruit people. Many hospitality and event roles are aimed at university graduates however there are plenty of individuals interested in working in events of all ages and backgrounds.

Please get in touch, if you would like to discuss your event staffing requirements and we will be able to help.

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How to use event staff to engage an audience

When you work with Pinnacle Event Staff, we provide you with event staff that know how to engage with your audience. We ensure that we brief our staff beforehand so that they know the key ways to do this.

The most important thing to focus on when it comes to your audience, is to ensure that they have fun at your event. They attend because they want to learn new things, discover market trends and generally have a good time. Here are our suggestions how you can use our event staff to engage your audience.

How to use our event staff to engage your audience

If you have any influencers or VIPs attending your event, then please make our event staff aware of this. They can then reach out to them and engage with them during the event.

Plan compelling and informative sessions and well-known speakers. This way your attendees will want to come to your event. The more people attending your event, means the more engaging it will be. Our event staff will be briefed on what sessions are taking place and who is speaking so that they can provide this information with the attendees during the day.

Many of the conferences that we provide event staff for, engage with their audience by running competitions and awards. Asking attendees to take part in a competition or visiting a number of exhibition booths to get a stamp to say they have spoken to the individuals exhibiting, both provides the attendee with a game or reason to interact with others at the event.

Our event staff are often used to alert attendees about sessions so that they are well attended and there is audience engagement. And sometimes they are asked to post on social media with a certain hashtag to increase audience engagement with the attendees.

We have noticed recently and especially after the pandemic; more events are leveraging event technology to increase audience engagement during the event. The different event apps can help boost audience interaction which all goes towards making the event more fun and more memorable.

In summary, there are many different ways our event staff can help increase audience engagement on the day of the event and by doing this your event experience will be remembered for all the right reasons.

To find out more information about how our event staff can support your event, please get in touch.

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5 Skills All Event Staff Should Have

Event management is a very competitive market, especially after the pandemic so there are many different event skills you will need to become a successful event planner and manager.

Flexibility

All event staff should be flexible to deal with the constantly changing situations that an event can bring. A successful event staff member will deal with problems when they arise, quickly, quiet and efficiently – it is part of the job! If the pandemic has taught us anything we need to be flexible when it comes to switching from a face-to-face event to an online event when venues close.

Be a people person

Another event skill that event staff often share is people skills. At events you need to feel comfortable dealing with high-level executives, vendors, co-workers, sponsor representatives, customers, suppliers, other staff and event delegates. A good event manager can resolve conflicts, be a pleasant negotiator and maintain a sense of humour throughout. Building relationships with people is key.

Organisation

Organisational skills are key when it comes to event management to ensure the event goes to plan and is delivered. Many event planners have tried and tested checklists that they have built over the years. Event managers and planners also need to be able to delegate to avoid burnout and ensure that all things go to plan.

Listening and Communication skills

Listening skills is both important in the planning stage but also the execution stage of an event. Both Managers and event staff need to have good listening skills to pay attention to what is said by the client but also supervisors and co-workers. Communication is also key as it keeps everyone on track and ensures the goals of the event are clear to everyone involved. Always communicate in a way that is respectful to everyone and doesn’t put anyone down.

Be unflappable.

Events can be stressful so it is important as an event manager not to crack under pressure. Stay level-headed and always treat everyone with respect, not matter what the situation. Always give the impression that you are cool, calm and collected, even if you’re a bundle of nerves inside!

If you are looking for event staff with the above qualities and skills then please get in touch.