All Hands on Deck: The 1, 2, & 3s of Event Staffing Coordination
Whether you’re planning a high-impact conference or a community-centered summit, one truth holds steady: your team makes it happen. At The Collective Approach, we know that smooth event execution starts long before the doors open—and that your staff and volunteers are the backbone of that success.
With our team currently onsite supporting the American Society for Mass Spectrometry Conference, it felt like the perfect time to revisit the basics—the 1, 2, 3s of Event Staffing & Volunteer Coordination. These aren't just tips; they’re the foundation of The Collective Way: simple, strategic, seamless.
1. Define Roles Clearly (Eliminate Confusion)
The #1 issue we see onsite? People not knowing what’s expected of them.
The fix is simple: clarity. Before your event, clearly define each role. Share responsibilities, expectations, and who reports to whom. Don’t forget to send out shift schedules and job descriptions ahead of time—and make sure they’re accessible on-site.
Pro Tip: A printed chain of command and role-specific cheat sheets go a long way in real-time.
2. Train & Communicate (Empower Your Team)
Confidence comes from preparation. A short pre-event training—virtual or in-person—can set the tone for success. Walk through the event timeline, venue map, communication plan, and what to do when issues arise.
Let your team know who they can turn to for support, and give them a checklist to follow. When people feel empowered and supported, they perform better.
Pro Tip: Use platforms like GroupMe or WhatsApp for live updates and team communication during the event.
3. Show Appreciation (Boost Morale & Retain Talent)
Events are demanding. Show your team that their time, energy, and excellence didn’t go unnoticed. Thank them before things kick off, recognize them during the event, and follow up with appreciation afterward.
Simple gestures go a long way—offering snacks, lunch, or a designated break space with thoughtful touches can make staff and volunteers feel seen and cared for. Add a thank-you card or post-event celebration, and you’ve not only run a great event—you’ve built loyalty.
Pro Tip: Keep a “shout-out” list throughout the event so you can highlight standout moments after the fact.
Event staffing and volunteer coordination doesn’t have to be chaotic. With a little upfront planning and a whole lot of intention, your team can move like a well-oiled machine.
Need help building your staffing plan or managing volunteers? Reach out to @thecollectiveapproach.
