The success of any event relies heavily on its people and the consistency of service performance. However, most event roles are short-term in nature, often filled by temporary staff or volunteers. This is largely because many event organizations operate with minimal full-time staff outside of peak periods.
Managing a short-term workforce presents unique challenges, including high turnover, inconsistent work quality, and misaligned expectations. These factors can significantly impact event outcomes (Allen et al., 2011).
Effective human resource (HR) planning is essential for managing staff before, during, and after an event. Based on the framework by Getz (2005), the following eight-step process provides a structured approach to planning and managing the event workforce. From initial context assessment to final evaluation, each step supports better recruitment, communication, supervision, and staff retention, especially when dealing with short-term personnel such as volunteers and temporary workers.
Additionally, it also ensures structured and efficient HR operations!
You may want some exercise....
How can you improve the efficiency of event operations?
You may consider the following strategies:
Even well-trained staff may have uncertainties on the event day. A logistics procedures document provides clarity and helps reduce miscommunication. It ensures all team members are aligned on key operational details. Here is the suggested checklist:
Staffing policies are important in community events to support best practices in organizing and managing people effectively. They help create consistency in how staff and volunteers interact with each other and the public, and ensure everyone understands what is expected of them. Clear guidelines, especially through a simple Code of Conduct, help foster a respectful, safe, and welcoming environment where everyone can contribute positively and feel part of a shared purpose.
Training
Training plays a critical role in preparing staff and volunteers for their roles during the event. It ensures that everyone understands their responsibilities, safety procedures, communication protocols, and the event’s overall goals. Well-trained team members are more confident, efficient, and able to deliver a consistent and high-quality experience for all stakeholders.
Since short-term staff may not receive extensive training, close and active supervision is essential during the event. Supervisors are responsible for monitoring performance, resolving issues, and supporting volunteers in real-time.
These individuals should not be assigned other event-day responsibilities—they must be free to focus entirely on oversight and support.
(Van der Wagen, 2007, Ch. 9)
Evaluation is important not only for performance tracking but also for volunteer retention and recognition. Volunteers who feel appreciated and connected to the event's success are more likely to return in future years, reducing recruitment and training costs.
Recognition
Recognizing contributions builds goodwill and encourages continued involvement.
The following activity demonstrates an example of ineffective human resource management.
(Click the green flag to start)
Effective Human Resource Management (HRM) is key to hiring the right people, supporting growth, and creating a positive workplace. Without it, things can fall apart! (Just like Mike’s event) Poor HRM leads to confusion, low motivation, and costly mistakes. By managing performance and communication properly, HRM helps avoid chaos and builds long-term success!