10 Common Challenges in Event Staffing and Their Solutions

For your event staffing efforts to deliver the best outcomes, it's not enough to recruit, orient, and schedule qualified staff. As a staffing manager or coordinator, you must be a proactive problem-solver who can handle challenges that can inevitably arise before, during, and after the event.

In today's post, we're going to take a look into common event staffing challenges and discuss actionable solutions so you can consistently build and manage a reliable and top-performing team, no matter the hurdle.

Common Challenges in Event Staffing and Their Solutions

Event staffing challenges can be tough, but don’t let them get the best of you. Here are 10 common event staffing problems and their solutions.

1. Hiring the Wrong Event Staff

Hiring the wrong staff for your event can be the root cause of many challenges throughout the entire staffing process. That's why getting it right from the start is crucial.

Here's how you can avoid hiring mistakes in event staffing.

• Have a clear hiring process
• Define job roles and responsibilities
• Assess candidates for their skills and experience
• Review the candidate's work values and ethics

What if you already hired the wrong staff? Well, that's not so unusual. Our best advice is to confront the situation promptly. Evaluate the particular challenges your staff are facing. That could be either a lack of some skills, cultural fit, or a question of performance. It may also be helpful to sit down with that employee to uncover a solution, like retraining or reassignment. If nothing else works, be prepared to let them go.

If you need additional tips on hiring event staff, make sure to read this post on 8 key practices for hiring event staff in 2025.

2. Lack of Clear Communication

As an event or staff manager, you must not ignore the signs of miscommunication. A slip in communication can sink your event without you even noticing. Some of the most common examples of miscommunication in event staffing include listing staff members who haven't confirmed their availability, failing to discuss and agree on work terms and salaries, and not clearly outlining responsibilities and expectations.

To avoid miscommunication with staff, here are four practical solutions to ensure clear and effective communication.

• Establish a primary communication channel
• Provide clear descriptions and written agreements that outline essential work details, including rates, responsibilities, payment methods, and timelines
• Conduct regular check-ins with staff
• Hold a briefing session before the event

Looking for more tips to improve communication with event staff? Here's a quick guide for you!

3. Insufficient Budget for Staffing

Your event's success, including staffing, begins with the budget. Without enough funds, you may not be able to hire a qualified team, which can lead to overworked staff, slower service, poor guest experience, and even a negative public image. 

Stay on top of your staffing budget with these five helpful reminders.

• Assess your event's needs and reallocate resources accordingly
• Prioritize key roles that directly influence your event's success, such as coordinators, security, and technical staff 
• Explore alternative staffing options, like volunteers, interns, or part-time staff
• Streamline workflows through technology
• Consider recruiting team members who can cover multiple responsibilities when needed
• Secure sponsorships or partnerships
• Communicate early with vendors to negotiate contracts

To get more insights into how to create a budget for your next event, here's a post worth reading!

4. No-Show Staff

No-shows can create a domino effect on the success of your event. They create gaps in your workforce, causing key positions and tasks to be left unattended. It could also mean delays in operations, poor quality service, and higher stress for those left to compensate for the absence of their team members.

To mitigate the risks of no-shows, implement these proactive strategies.

• Ensure all staff understand their schedules and responsibilities 
• Send reminders leading up to the event
• Use written agreements on consequences for no-shows
• Offer small bonuses or recognition for punctuality
• Conduct pre-event check-ins 
• Utilize dedicated communication channels

Additional tip: Maintain an updated talent pool and keep communication open with staffing firms to quickly find staff to cover unexpected absences without disrupting operations.

Searching for more ways to reduce no-shows in event staffing? We got you! Here are six tips to reduce no-shows.

5. Misallocation of Responsibilities

Misallocation of responsibilities is a common issue in event staffing, often going unnoticed until it’s too late. This leads to inefficiencies, errors, and frustration that can negatively impact team dynamics and employee satisfaction.

To allocate responsibilities among event staff effectively, here are strategies to consider.

• Start with a skills assessment before distributing job assignments
• Match roles according to the strengths and experience of the staff
• Take into account staff preferences for work assignments
• Double-check work assignments with team members
• Outline responsibilities and expectations clearly

6. Late Staff

Did you know that late employees were late by 21 minutes on average? In events, time runs fast, and 21 minutes matter more than you expect. From setup, guest registration, and catering to technical preparations, events rely on precise timelines. When staff arrive late, it can delay event processes, leaving gaps in execution and causing unnecessary stress for the rest of the team.

To address staff tardiness effectively, here are tips to keep in mind.

• Share detailed schedules well in advance 
• Send reminders the day before and on the morning of the event 
• Use automated texts or app notifications 
• Provide exact travel information
• Implement a check-in system 
• Establish clear consequences for repeated tardiness, combined with incentives for punctuality
• Schedule staff to arrive 15 to 30 minutes early 
• Have standby staff to cover open positions
• Use location-based apps for real-time tracking

7. Understaffing and Overstaffing

Understaffing and overstaffing are two common challenges in event staffing, and each can create its own set of consequences. Understaffing happens when there aren't enough staff to handle event tasks, leading to overworked employees, service delays, attendee dissatisfaction, team stress, mistakes, and even burnout. Meanwhile, overstaffing occurs when there are too many staff for the tasks required. This can result in unnecessary costs, resource inefficiency, role confusion, and a crowded or intrusive environment that may disrupt the guest experience.

Here are some important tips to help you effectively prevent understaffing or overstaffing.

• Carefully evaluate the event's scope, considering its size, guest expectations, and the various tasks involved
• Focus on the core positions
• Maintain a pool of on-call individuals who can fill in if someone unexpectedly calls out or if additional roles emerge
• Utilize scheduling software to track staff availability and make real-time adjustments
• Cross-train your staff
• Actively monitor staffing levels
• Consider flexible staffing options like part-time or temporary staff who can be brought in during peak periods

Dealing with staff shortage? Be sure to check out this practical guide for managers on how to overcome it.

8. Compliance With Staffing Laws and Regulations

Navigating local staffing laws has got to be one of the trickiest challenges in event staffing. With each state or country having its own rules on labor laws, working hours, minimum wage, overtime, and safety, staying compliant requires extra attention to detail and thorough preparation. Failing to comply with these laws can lead to legal penalties, fines, or even lawsuits and can damage the reputation of your event or organization.

Some key areas where compliance issues may arise include:

1. Working Hours and Overtime
2. Wage and Compensation Laws
3. Health and Safety Regulations
4. Workplace Discrimination and Harassment
5. Licensing and Permits for Certain Roles

Stay on the right side of labor laws with these practical event staffing strategies.

• Research local and federal regulations, including minimum wage, overtime rules, and health and safety regulations
• Consult legal or HR experts to help clarify legal requirements
• Create standardized contracts for all staff outlining pay rates, hours, and responsibilities
• Implement a reliable time-tracking system to monitor working hours and manage overtime compensation 
• Ensure staff in specific roles have the necessary training and certifications 
• Offer competitive compensation that meets local wage laws 
• Be transparent about pay rates and bonuses
• Prevent discrimination and establish confidential reporting channels
• Regularly review local laws to stay compliant with any updates

9. Not Tracking Performance

Are you tracking staff performance? If not, it's time to start. Without monitoring, it's hard to spot inefficiencies, recognize top performers, or identify areas for improvement. This oversight can lead to inconsistent service, unmet expectations, or resource mismanagement. Tracking also enables constructive feedback, rewards for outstanding work, and better rehiring decisions.

Here's a quick guide on how to track staff performance.

• Set clear performance metrics by defining key performance indicators (KPIs) for each role
• Conduct post-event evaluations to gather insights into staff performance 
• Encourage staff to share their experiences and suggestions during these meetings
• Collect guest feedback on staff performance
• Maintain performance records for individual staff members 

10. Not Getting Feedback

Feedback is crucial for improving staffing processes. However, in the fast-paced environment of event planning, soliciting and receiving meaningful feedback can often be overlooked. Nevertheless, do not get carried away, and remember to always conduct them. Without input from staff, clients, or attendees, it becomes difficult to assess what worked, what didn't, and how future events can be improved.

Here are key tips and tricks to effectively collect feedback.

• Utilize platforms such as Google Forms, Typeform, StaffConnect, or other dedicated event management software 
• Include specific questions about various aspects, including tasks, communication, workload, and overall satisfaction.
• Hold debriefing sessions to gather verbal feedback

Streamline Event Staffing With StaffConnect

Event staffing doesn’t have to be a headache. With StaffConnect, you can eliminate common mishaps and manage your team with ease. This powerful yet user-friendly platform simplifies hiring, scheduling, and payroll while offering advanced features like GPS check-in/out, an encrypted talent database, and seamless API integration. Stay compliant, communicate effortlessly with your staff, and focus on growing your business, all with StaffConnect. Schedule your free demo today to learn more!