One of the most difficult aspects of producing an event is acquiring a talent pool of "casual labor" - catch-all employees who assist with everything from hanging signs, to greeting guests, to passing out information. Traditionally, companies have relied on their internal staff to fulfill these functions, or have "leased" staff from the event facility. Although there may seem some benefit to these options, both are in reality expensive and inefficient, two things a moderate-budget event cannot afford to be.
Think about it logically - on most days, every office in America is burdened with enough distraction, drama, and inefficient work practices that it's a wonder anything gets achieved. Even in the most idyllic of companies, competition and conflict are a given, the inevitable byproduct of the free-market, winner take all system. Against this backdrop, does it make much sense to rely on employees outside of the producing department to act as "grunts", especially when the reporting hierarchy of an event is drastically different than the everyday operations?
Contracting labor from the event facility (if the option exists) is moderately effective, if only that you'll have a direct link with their immediate supervisors should their performance be questionable. However, you'll pay a premium for that accountability, and since the venue bills this staff by the hour, there's little incentive beyond good will to ensure they're working efficiently.
There is another staffing option, however, which if done correctly can be mutually beneficial, efficient, and best of all, cost neutral - using volunteer organizations. These groups are always looking for a new means of bringing exposure to their cause, and are always in need of donations. By assisting you in the execution of their event, they can achieve both objectives, and will work hard for the privilege.
Imagine that you have $1000 allocated towards auxiliary staffing (that is, staff that will not be paid via your companies payroll). That $1000 will get you roughly (8) staff for 10 hours at the going recharge rate of $12/hr. If you need more staff, or need that staff for longer than 8 hours, you've blown your budget.
However, let's say you contract with a volunteer organization to provide a set amount of staff for a flat donation fee (your $1000), and you offer them the opportunity to distribute information and solicit donations at your event. You get a dedicated labor pool at a set "fee", and they receive that fee plus any additional donations received at the event. Depending on the final agreement, you may be able to write the "donation" off, but be sure to consult counsel before doing so. Finally, you'll likely be able to hold an informational/training seminar with these volunteers before the event, ensuring maximum efficiency and team rapport.
If you're on need of additional information on using volunteers for your event, as well as contracting and training volunteer groups, contact Sytelabs to schedule a consultation.
