5 Tips for Budgeting Staff Payments in Event Planning

Unplanned staff payments can eat into your event budget faster than you expect. From an unexpected overtime shift and agency markups to late-night premiums, staff costs can be hard to control. But don't worry just yet, it's not a hopeless case. Here’s the practical move: prepare in advance and budget your event staff payments thoughtfully and strategically to stay prepared for surprises and keep your finances steady.

Keep reading as we get into detail about five essential tips for budgeting staff payments in event planning.

5 Tips for Budgeting Staff Payments in Event Planning

When staff payments aren’t properly planned and managed, even the largest event budgets can face unexpected crunches. Start planning your staff payments more strategically with these 5 practical tips.

1. Create a Complete Event Staff Roster

You cannot allocate staff payments in your event budget without first creating a complete staff roster. A staff roster is a detailed list of every staff member and role required for the event. It details important information that helps with budgeting staff payments in event planning, namely: roles and headcount per team or department, hourly rates or flat fees per position, schedule, pay adjustments, and employment type. Having these details allows you to forecast expenses accurately, track changes, and keep staff payments within your approved event budget.

In event staffing, creating a complete staff roster is an ongoing task that you can start after hiring staff or even while you are still planning and filling open positions. If you or your staffing agency has already completed hiring, building a complete staff roster is straightforward. List every confirmed staff member along with their assigned role. Include their full name, job title, pay type (hourly or flat-rate pay), agreed pay rate, scheduled work dates or hours, and pay schedule.

If your agency is still hiring or has not hired anyone yet, you can create a projected staff roster instead. Begin by listing all the roles you know the event will need, such as ushers, stage crew, or coordinators. Use placeholders like “Usher 1” or “Stage Crew 2” if names are not available. Estimate pay type, rate, and expected hours or days based on industry standards or past events. This projected roster helps you reserve enough funds in the event budget and can be updated with real names and final rates once hiring is complete.

Looking for a smarter way to keep your staff roster organized? StaffConnect’s centralized database keeps all your team details in one easy-to-access place. Click here to see how it works.

2. Calculate Total Base Pay

The base pay refers to the fixed amount you owe event staff before adding overtime, bonuses, or other incentives. It is essential to learn as accurately as possible because it forms the foundation of your event budget calculations. 

In event staffing, two common payment approaches are hourly pay and flat-rate pay, each with its own way of calculating base wages. For hourly staff, multiply the agreed hourly rate by the estimated number of hours they are expected to work. For flat-rate staff, record the total agreed project fee stated in the contract, no matter how many hours the job takes.

If you want to discover the pros and cons of hourly and flat-rate pay, check out this post for a detailed guide.

3. Factor in Overtime and Extra Shifts

Overtime and extra shifts are key factors to consider when budgeting staff payments in event planning. Events often run longer than scheduled, and accounting for these additional hours helps you stay within budget, pay staff correctly, and stay compliant with labor laws.

So, how do you plan for overtime and extra shifts? If you have past events to reference, review their payroll records to estimate likely overtime hours. Include possible extra shifts for peak days or unexpected delays, so you are not surprised when final payroll comes in. If you have no previous data, set aside a contingency of 10 to 20% of the total staff wage budget to cover overtime, extra shifts, or last-minute hires.

4. Include Benefits and Payroll Taxes

Do not overlook benefits and payroll taxes if you want to avoid costly penalties. Benefits are the fees or contributions you provide to eligible staff, such as health insurance, holiday pay, or retirement plans, as required by law or company policy. Payroll taxes are the mandatory government deductions, such as social security, income tax, and other statutory contributions that you must withhold and remit based on each employee’s wages and according to the jurisdiction where you operate.

Not all staff qualify for benefits, so it is important to check employment status and local labor rules before making allocations. Payroll taxes, however, are non-negotiable obligations that must be calculated and paid accurately to stay compliant and prevent fines.

To learn more about staying compliant with payroll requirements in event staffing, check out this guide for event managers.

5. Monitor and Adjust Throughout Planning

As your event planning progresses, changes are inevitable, and some can impact your staffing budget. That’s why it’s important to monitor and adjust your staff payment budget regularly to ensure it stays aligned with actual costs. Regularly compare your projected payroll with actual payments as they occur. Update your budget whenever you hire additional staff, approve raises, add bonuses, or reduce hours. Frequent reviews may be tedious, but they will keep your event budget accurate and prevent last-minute financial surprises.

Keep Your Event Budget on Track and Cut Costs With StaffConnect

Keeping your event budget on track can be challenging, but an event management software like StaffConnect makes it easier. With built-in communication tools and a centralized database for your staff roster and event details, you and your team can stay organized, manage updates in real time, and avoid costly mistakes. Its payroll features streamline payment processes with automation, payment integrations, and multi-currency support, giving you greater efficiency and accurate records.

If you want to cut costs further and make event planning easier than ever, StaffConnect is the smart choice. This all-in-one platform replaces multiple tools and subscriptions, streamlining logistics and cutting expenses. It automates tasks like sending reminders, integrates calendars, schedules staff efficiently, provides custom mobile apps for branding, collects surveys, and much more.

StaffConnect is the single solution that keeps your event organized, on budget, and easy to manage. Book your free demo today to learn more.