Conference Staffing 101: What to Look for When Hiring Staff

Conference planning leaves no detail overlooked, and the staff hired to be boots on the ground often execute those details. Hiring the right team with the necessary skills is a crucial planning task that should be prioritized and approached thoughtfully. From the moment conference attendees arrive at the venue, their experience starts with the staff who represent your brand or organization. Therefore, the staffing decisions you make can make or break the attendee experience. Read on for guidance on where to start and what to consider when developing your ideal staffing profile.

How to Staff Your Conference with the Right People

STAFFING ROLES

First, outline the staffing roles and descriptions based on your conference needs. This can be a basic list identifying the jobs that need to be filled and the expectations and responsibilities for each role. Common roles include: 

• Registration staff – responsible for handling check-ins, badge pickup, and ensuring the lines move quickly and efficiently.
• Greeters –  welcome guests with a warm and friendly smile, and answer any questions that attendees may have.
• Brand ambassadors – represent the brand or organization, connect one-on-one with guests, and facilitate activities and giveaways.
• Directional staff – assist guests in navigating the venue and directing them on where to go.
• Ushers – assist guests to their seats and ensure the safety of guests moving about during the conference.
• Badge scanners – manage entry points throughout the venue
• VIP personnel – coordinate and assist high-profile guests, speakers, or performers.
• General support staff – assist with various tasks such as line management, coat check, concierge services, keeping areas tidy, and setup.

Having this detailed for a staffing agency, along with expected guest attendance, event duration, and venue size will give everyone involved a clear picture of who should comprise the conference team.

PERSONALITY

Match Personalities to Your Audience:

Another strategy for mapping a successful staffing plan is to think through the types of interactions the conference team should expect, and that is best accomplished by understanding the conference audience.  Who will be attending? What will they need? What questions might they ask? Writing out hypothetical conversations or examples from previous conferences will help you identify the kinds of people best suited for specific roles.  Avoiding a one-size-fits-all mentality is important. Staffing the right personality in the right role for your audience is a critical part of the planning process.

Align with Your Brand Personality:

Beyond audience fit, consider your brand’s mission and values. Your staff is an extension of your brand, and they represent those foundational elements—what they say, how they act, and even how they carry themselves sends a message. So, in addition to roles and responsibilities, select team members with qualities that align with your brand’s personality.  Conferences instinctively feel very buttoned up and professional, but if your brand exudes something different, don’t be afraid to hire staff members who reflect what your brand stands for.

EXPERIENCE

Staffing for a conference means the team in place will have to come together quickly to work together seamlessly. Hiring professional staff who have previously worked in similar settings establishes some expectations. For instance, professional conference staff will understand the importance of teamwork and establishing camaraderie with each other and your internal teams. They will be prepared to learn and comprehend as much as they can about your brand and the conference’s goals so they can represent it effectively. And, they understand the importance of flexibility, accommodation, and solving problems in the moment, so conference guests have all their needs handled quickly.

When it comes to conference staffing, there’s a lot more to it than just filling spots. You need the right people—professionally vetted, trained, and ready to represent your brand without missing a beat. 

ATN Event Staffing is an experienced conference staffing agency that handles all the heavy lifting for you- recruiting, scheduling, managing no-shows, and ensuring every person is prepared for their specific role – saving you time, minimizing risk, and giving you peace of mind.