Picture this: You are managing multiple events in a day, and unfortunately, you booked two events in the same time slot. Your setup crew is confused about which location to head to first and who is going where. Your schedule’s been thrown off completely, and there’s no backup now what? We know what’s at stake: Many customers here at Arrivy dealt with the same problem while managing their events. Double booking and scheduling conflicts are the biggest operational problems.
Scheduling is not just about picking staff and putting them under date and time on your calendar. It is much more than that. It’s about matching the right skills for each job and respecting your staff’s available times. Consider your schedule a promise to clients. Breaking that promise, even once, leaves a permanent mark on your reputation. You can take control of your calendar before taking on new work.
Don’t worry! We have some simple yet powerful techniques that will make your scheduling headaches disappear for good.
Key Strategies for Effective Event Staff Scheduling
Want to know how top event companies are turning busy schedules into successful events every time? Let us dive into the employee scheduling techniques that work.
Strategy 1: Let Your Staff Choose Their Own Shifts
Giving your staff the power to choose their shifts can transform your staff scheduling process. Research by the Harvard School of Public Health shows this simple change reduces staff stress and turnover, creating a win-win for your team and your business.
Set up a system where you announce available shifts for upcoming events first, then let your staff select their preferred time slots. This small change will make a huge difference in how they approach their work. Team members naturally gravitate toward shifts matching their energy levels and personal schedules. This reduces no-shows and creates a more positive work environment as people work when they are most comfortable and available.
Strategy 2: Use Event Staff Scheduling Software to Save Time
Event staff scheduling software is a game-changer, offering numerous advantages that enhance efficiency and occasion success. Yet, many organizations still rely on outdated methods for booking, such as spreadsheets or paper schedules, leading to inefficiencies, errors, and frustration.
For example, our sales specialist Irfan shares, “In our monthly meet-ups with clients from the event management industry, they appreciate the Arrivy Operations Cloud’s ability to manage event staff schedules. The visual scheduling system distributes tasks evenly among available team members based on skill match and availability”. This system enables managers to make informed decisions when assigning multiple team members to tasks.
For example, when setting up an event, Arrivy can help you:
- Saves you from double booking so your operations go smoothly
- Take staff availability and working hours
- Automatically assign and filter team members evenly
- Track employee arrival times at the venue
- Send automatic reminders to team members for their assigned tasks
- Allow quick shift swaps if someone can’t make it
- Generate reports on staff performance and attendance
If you are an event manager struggling with employee scheduling, Arrivy (event staff scheduling software) might be the right fit for you. See how we’re helping event managers save time and reduce scheduling stress – click here to learn more.
Strategy 3: Match the Right People to the Right Events
Instead of losing team members who might be in roles that aren’t the best fit for them, “Talent matching” becomes crucial in this case. Take your time to learn what each team member does best. Some staff might excel at customer service, while others excel at technical setup or logistics. Create a simple skills database that includes the following:
- Match staff to roles based on their core strengths, whether it’s customer service, technical setup, or event coordination.
- Place staff in positions where they naturally excel, ensuring job satisfaction and peak performance.
- Track and utilize specialized certifications like setup handling, safety training, or equipment operation to meet specific event requirements.
This knowledge helps you create more effective event schedules where people work in roles they’re good at, leading to better event execution & higher job satisfaction.
Strategy 4: Plan Ahead to Avoid Last-Minute Schedule Problems
Last-minute changes often put stress and pressure on team members, as they may need to work longer hours. Adjust their plans to accommodate the changes or throw off your entire event. To avoid these cancellations you need to establish a clear policy for your schedule modifications:
- Allow team members to submit schedule change requests at least 48 hours in advance.
- Create a reliable backup staff list for emergencies
- Implement a clear communication system for urgent changes
Strategy 5: Train Your Team to Handle Multiple Event Roles
Cross-training your staff makes your scheduling much more flexible. When implemented effectively, it ensures business continuity while providing growth opportunities for employees. When team members can handle multiple roles, you have more options when creating schedules and handling unexpected situations. Start by:
- Identifying key roles that frequently need backup coverage
- Creating pairs of experienced staff with new employees
- Rotating staff through different positions during slower events
- Documenting common procedures for each role
This approach not only helps with scheduling flexibility but also keeps your team engaged by giving them opportunities to learn new skills.
Bonus Strategy: Internships
Internships can be a valuable source of motivated staff while helping you manage costs. Create a structured internship program that provides real hands-on event experience. You can offer clear learning objectives such as “mentorship from experienced staff.”
After this, carefully create a pipeline for future full-time positions. Interns often bring fresh perspectives and energy to your events; many can become valuable long-term team members.
Make The Next Event Schedule Your Best One
Remember that good scheduling is about finding the right balance between your event needs and staff preferences. When you implement these strategies thoughtfully, you will notice better event execution and fewer scheduling headaches. Start with one or two of these approaches and gradually expand as you notice what works best for your business.
Looking for the right partner to make your events successful? Give Arrivy a chance to do wonders for your operations and scheduling; start for FREE, Book a demo to talk with outstanding industry experts ready to solve your problems.