Strategies for Retaining Talent in Temporary Event Staffing

Although there are obvious differences in the way you engage temporary and permanent workers, they often play an equally important part in an organization’s long-term talent strategy. In live event staffing, temporary workers are the backbone of successful activations, from managing large-scale conferences to running grassroots brand campaigns. These workers fill crucial roles, bridging gaps in skills and manpower, and are often rehired or redeployed for future assignments. In 2022, the turnover rate for temporary and contract staff was 419 percent, an increase of four percent when compared to the previous year. This high turnover highlights the need for effective retention strategies in the job market. As a result, keeping this pool of talented contingent workers engaged and loyal to your event staffing company and the brands they represent is, therefore, essential.

However, retaining temporary workers isn’t as simple as replicating the engagement strategies used for permanent staff. So, what can event staffing agencies do to fully engage and retain this critical segment of the workforce?

Consider the Contingent Worker Experience from Day One 

Hiring temporary workers for event staffing requires robust recruitment processes, including thorough screening, vetting, and in-depth skills assessments. These measures reduce the risk of costly hiring mistakes while ensuring that workers align with client expectations. However, recruitment is a two-way street. Temporary workers also evaluate your agency and the brands you represent, seeking a connection and trust from the start. 

Be open and transparent about the nature of the assignment while maintaining consistent communication and behavior. Along with making a good first impression, these actions create positive psychological effects on temporary workers. Engagement and commitment begin long before they step foot on-site, whether they are staffing a pop-up activation or supporting a trade show booth. 

It is crucial to onboard new temporary workers thoroughly and make them feel part of the team. Introduce them to your internal processes and share client expectations clearly. Provide them with training materials or resources specific to the event, such as brand guidelines, talking points, or setup protocols. For remote pre-event coordination or virtual assignments, welcome them into the team through digital introductions and detailed briefing calls. Remember, the first days and weeks will set the tone and significantly influence how workers perceive your agency and the brand they are representing. 

Break Down Barriers to Retain Temporary Staff 

Assigning a ‘buddy’ or team lead to temporary workers can help them become familiar with the event dynamics and client expectations. Managers or team captains should lead by example by involving temporary workers in team briefings and ensuring they are welcomed by their peers. When it comes to contributions, there should be no distinction made based on contractual terms – everyone’s input is valuable. Temporary workers bring a fresh perspective and diverse skills, which often contribute to the success of the event. 

A content employee who feels as though they belong naturally in the team is far more likely to be committed and efficient. Here is where the work atmosphere and corporate culture really count. Small gestures matter. For example, acknowledge their efforts during or after the event, share photos celebrating their work on social media, or send personalized thank-you notes. These best practices in event staffing foster loyalty and encourage workers to take pride in their role.

Reasons Why Event Staffing Retention of Temporary Workers Is Crucial

Whether they are interacting with guests at experiential activations or handling event logistics in the background, temporary workers are frequently essential to the smooth running of events. There are a number of advantages to investing in their retention, even though their responsibilities are only temporary:

Cost Efficiency

Constantly recruiting and training new workers is time-consuming and expensive. Retaining experienced workers reduces these costs over time. 

Enhanced Event Execution

Returning workers are familiar with your agency’s standards, client expectations, and event protocols, leading to smoother operations and fewer errors. 

Improved Reputation

A satisfied temporary workforce enhances your agency’s reputation among both clients and prospective employees.

Maintaining a Consistent Level of Service

Regular employees provide reliability in meeting customer expectations, which is essential for earning their trust and happiness.

Strategies to Improve Retention of Temporary Workers

Event staffing firms need to take the initiative to engage and keep their people if they want to solve the problem of retention:

Establish Reliable Connections

Workers are shown how much they are valued by consistent communication, feedback, and acknowledgment. Transparency and trust are fostered by open-door policy.

Pay at a Competitive Rate

Fair compensation, performance-based bonuses, on-time payments, and expense reimbursements all play a role in retaining top staff.

Provide Opportunity for Training and Development

Staff and the agency alike can reap the benefits of job-specific training in areas like customer service etiquette and brand ambassadorship.

Ensure a Positive Work Environment

Foster inclusivity at events, ensure safe working conditions, and promote teamwork and collaboration. 

Provide Consistent Work Opportunities

Offering role-specific training, such as brand ambassador training or customer service best practices, benefits both the workers and the agency.

Offer Benefits and Perks

Referral bonuses, access to resources, or small perks like branded gear can make workers feel valued and appreciated. 

Create Pathways for Advancement

Promote exceptional workers to team lead roles, offer opportunities for longer-term assignments, or recommend them to high-profile clients. 

Maintain a Talent Pool

Use CRM tools to track worker preferences and performance, stay in touch through newsletters or social media, and send tailored outreach messages about upcoming opportunities. 

In summary

Both agencies and their clients might greatly benefit from retaining temporary workers for event staffing. Event staffing firms may develop loyalty and engagement by tackling common obstacles and executing techniques that focus on building relationships, providing fair compensation, providing training, and creating a sense of belonging. Everyone wins when temporary workers are retained, since it leads to cost savings, better service quality, and greater client connections. Agencies may provide outstanding event staffing performance and maintain client loyalty with a robust network of vendors and effective retention techniques.