Job descriptions provide potential applicants with the information necessary to determine whether they would want to apply for the position.
Job descriptions can also help those hiring to find job candidates according to their specific qualifications, encouraging the most ideal individuals to apply for the job. As with any form of hospitality staffing, finding hard-working event staff members that can take care of the specific needs for the occasion is crucial. Event staffing requires finding the right staff with the right qualifications to ensure the safe and successful execution of the event. To acquire the best staff for an event, a company should present a job description that both entices potential applicants and highlights the skills necessary for the position.
It is helpful for event management to include the right information in their job descriptions to reduce any confusion and to encourage the best potential workers to apply to join your team. This template serves as a valuable resource to assist in creating your job description for your event staffing. Read on to learn how you can make your hiring process easier and find the best candidate for your event with an effective and informative event staff job description.
What to Include in the Event Staff Job Description
Within the job description, you should include enough information for your applicants to be able to know exactly what they will be able to expect from the position. This provides readers with a general event staff job summary as well as the job details, including the responsibilities that the position entails, the skills and qualifications necessary for the job, the type of environment they will be working in, the compensation and benefits that come with the position, and a description of the company and the event. This way the applicant has enough information to know whether they would be suitable for the job, whether they think the job would be right for them, and what to expect from the job if they were to be hired.
The Job Overview should provide a general explanation of the job as the beginning introduction to the job description. This job summary should be a paragraph that explains the overall purpose, importance, and function of the position being offered.
In the Responsibilities subsection, you will outline the specific daily job duties of the position. These responsibilities can be listed in bullet points, as this is the most practical way to present this information in a job description. When coming up with the responsibilities for a job description, one should remember that event staff duties are unique to the role of each staff member. The specific event staff roles being advertised in this description should determine what responsibilities would need to be included in this section.
Skills and Qualifications
Hiring managers should list out the skills and qualifications that are essential for event personnel members in the position being offered. Such as in the Responsibilities section, the skills in this section should be listed in bullet points, as this is a clear and concise way to provide the information for prospective candidates. For any skills that are required for the position and not just desired, this distinction should be specified here as well.
Provide any information that an applicant would need to know regarding the work environment. For example, someone applying to be a staff member for an event may want to know what kind of setting the event will be taking place at, whether it would be indoors or outdoors, or a location that may be too far from their residence or inaccessible by public transportation. Event details may be included here as well, such as the purpose of the event(s), the expected number of attendees, and the event length. This information helps potential applicants determine if the position is ideal for them.
Compensation and Benefits
Your job description should provide any relevant details about the compensation and benefits that come with the position in this section. The average compensation and benefits could vary for each event staff position. For example, an events assistant job description would likely not list the same compensation and benefits that would be provided for an event director. While they are both job positions in event planning, their responsibilities and qualifications are quite different. The compensation and benefits offered should reflect the type of role and the specific skills that the role would require.
You should include information about the company that is hiring for the event in the company overview section. Here you can insert any additional information about the nature of the event itself as well so that the applicant can better understand the role.
Event Staff Job Description Template
We have provided a template below to better outline and exemplify the optimal format for an event staff job description. The following sections are filled with general information that could be applicable for an event staff job description. Template users may utilize the template as a guide and should change around any of the information as necessary so that it applies to the specific position that they are hiring for.
Event Staff Job Overview
Event staff members work together and individually to ensure the proper execution of an event. This includes tasks such as preparing the event location, maintaining the safety and entertainment of the guests during the event, setting up and clearing out materials from the location, and ensuring cleanliness after the event has concluded. Event staff members are expected to have good communication and teamwork skills as well as professionalism and attention to detail.
Event Staff Responsibilities:
Examples of typical event staff responsibilities are included in the bullet points below.
- Collecting tickets at the entrance doors
- Collecting donations from guests
- Assisting in cleaning before and after the event.
- Setting up furniture or equipment
- Putting away furniture or equipment
- Providing security for the event and ensuring the safety of guests.
- Providing crowd control when necessary.
- Assisting the event director with daily needs.
- Serving guests and restocking food and refreshments as needed.
Event Staff Skills:
The required and desired skills for event staff may be unique to different staff roles, some examples are provided below.
- 18 years of age or older.
- Attention to detail.
- Great communication skills.
- Ability to assist fellow staff members and work with others as a team.
- Ability to work by oneself.
- High school diploma or equivalent.
- 1-2 years of previous related event staff experience preferred.
- Must be willing to work late nights and weekends.
- Ability to maintain composure in stressful situations.
- Ability to speak multiple languages is preferred.
Compensation and Benefits
The compensation and benefits offered may vary based on the position that the job description is hiring for. Here we have listed examples of information that may be included in this section.
- Starting Salary Range: $11.00-$15.00 per hour commensurate with experience.
- 401K Plan
- Company-Subsidized Health, Dental, and Vision Insurance
- Short-Term Disability, Long-Term Disability, and Life Insurance
- Paid Vacation Leave
- Paid Sick Leave
Types of Event Staff
There are various types of event staff members that can serve in vastly different roles for events. Event personnel may be hired for the purpose of handling food and refreshments, ushering guests, providing entertainment, or providing security. While all these positions fall under the category of event staff, their roles are quite different, and as such their job descriptions would be different as well. Though the format of the job description will be the same when hiring for each role, the specific skills, daily responsibilities, and job overview description may change. You may wish to adjust these sections based on the specific type of event staff position you are hiring for. Below we have provided the position summaries for various types of event staff positions.
Event Set Up
The event setup staff includes the workers hired to prepare the space for the event. Based on factors such as the event location, the number of guests, and the activities that would take place, they could have a vast array of duties. Some duties for an individual in this role may include setting up bleachers or chairs, building stages for concerts, preparing the playing surfaces for sporting events, or assembling ramps for wheelchair users.
The event staff may include the entertainment itself. Based on the type of event, entertainment staff can vary in form and number, from a single disk jockey to a full orchestra. Event staff entertainment also includes the announcers who introduce the main entertainment like teams, bands, or other stage acts. Some events feature smaller entertainment acts as well such as dancers who provide entertainment between breaks in a game or between sets of a concert.
The security staff’s main duty is to assist in ensuring the safety of those at the event. Their roles may be broken into tasks such as crowd control and protecting guests and performers through the duration of the event. Security staff members may also be responsible for inspecting bags at the entrance of the event. Regardless of the size or number of attendees, most events use security staff for the general protection and well-being of those involved.
Ushering staff members have the responsibility of making sure that the event attendees are in their proper seats, and that the aisles are cleared once the event has begun so that all fire codes are being followed. Seeing as though they need to do a lot of interacting with the event attendees, those in ushering roles should possess good people skills. Examples of occasions where ushering staff are used are concerts or sporting events.
Concessions staff would include event staff members who serve food and refreshments, can operate cash registers, and can check identification when serving alcoholic beverages to customers. These event staff members would generally be serving at concessions and would not need to learn how to cook or prepare the food, however, they would be expected to maintain cleanliness and food safety practices.
Looking to Recruit Event Staff?
When recruiting event staff, a well-developed Job Description is a great resource to find ideal job candidates. Organized formatting and the inclusion of necessary details and information for your job type helps to draw in qualified and motivated applicants.
For more help with hiring for your company, you can find more information on the Aida blog. Here you can learn about a wide array of staffing topics and trends, from articles on Hospitality Trends to Labor Forecasting and more.
And if you would like to take a hands-off approach to your staffing needs and leave the hiring to professionals, Aida can help. Aida streamlines workforce planning, helping users to find qualified workers for their business. View the Aida site to learn more about what our on-demand staffing platform can do to assist with your workforce needs.