Your event is in just a few weeks. Your core team has worked their butt off planning for the big day. But for their plan to come to life on event day, they need to be free to focus on executing that strategy — instead of burdened by monotonous tasks like scanning tickets or making sure pathways are kept clear.
So what can you do in lieu of asking your team to take on more than they possibly can manage? Hire an army of reliable talent who will arrive trained and prepared — an all-star onsite team who can ensure that things go as planned (and quickly fix them when they don’t).
It pays to make sure that your staffing plan is on event day. Here are the 6 services and roles you should outsource from your event management partner to elevate your onsite operations.
1. Onsite strategy consultant
What happens if you don’t fully think out your onsite strategy? Are you willing to risk the reputation of your brand? Hand over responsibility to an onsite consultant, whose expertise in managing event-day operations means you’ll benefit from the experience of many, many events before yours.
With large-scale event experience and specific technical know-how behind them, an onsite consultant can help develop your strategy for details like:
- Custom materials for the site
- Equipment rentals and transport
- Technology decisions and implementation
- Staffing recommendations
- Event footprint planning
- Safety and security
Tip: If you use Eventbrite for ticketing or registration, Eventbrite’s Onsite Consultants can help organize and mobilize your other team members around the entry, box office, mobile app, and customer service.
2. Onsite support pro
You can have a great plan for how you want event day to go, but until you have the right people on the ground to pull it off, it’s just words on paper. An on-site support pro will partner with your team on the ground to make sure everything runs smoothly — and stay cool if it doesn’t.
From technology installation to staff training, onsite support pros can provide end-to-end expertise and hands-on assistance, including:
- Gate setup and management
- Staff training and management
- Box office management
- Technology troubleshooting
3. Gate staff
Your gate staff needs to oversee ticket or badge scanning, ingress management, and resolve check-in disputes. The benefit of outsourcing gate staff from your ticketing or registration partner? They’ll arrive trained and ready to provide the best possible entry experience to your attendees — so you can focus on the rest of your to-do list.
4. Box office staff
No matter your sales before your event, box office staff are a must-have to sell tickets or registrations, assign wristbands, and resolve customer service issues on event day.
While your core team is focused on ensuring the event goes off without a hitch, you’ll want to feel confident that your box office staff will put your best face forward for customers. You can outsource trained staff who arrive knowing how to use your point of sale and who will stay calm when facing long lines.
Tip: You can rely on your event management partner for your full-service staffing needs. Eventbrite works with two closely vetted third-party staffing partners, Shiftgig and Kinetic, to provide skilled, trained, experienced, and reliable event professionals for complex events.
5. Hospitality staff
You expect the best from your talent. Why shouldn’t they expect the best from you in return? Make sure your speakers and performers receive white-glove treatment onsite by outsourcing the job to professionals — so you don’t have to stress about finding and vetting the staff yourself.
6. Security
Ensuring the safety of your attendees is number one on your list of priorities. But unless you specialize in event security, you might have a knowledge gap (like emergency preparedness) that’s simply not safe. Instead of doing it yourself, outsource to the pros who can create a tight security plan and see it through.
It pays to perfect your staffing plan on event day
Your onsite staff are often the only event representatives your attendees will meet. It pays to make sure that the people you hire are happy, competent, and proactive.
Looking to learn more about assembling an amazing onsite team? Discover How to Build an All-Star Events Team, or give our team of experts a call at 1-855-211-5875.
