How to plan the right staffing for large events

More people do not necessarily mean better staffing

As an event grows, so does the need for coordination. There may be many deliveries, short time slots and different teams working in the same area. What matters is not just how many staff arrive, but whether they have the right tasks, the right information and clear leadership.

Begin with the tasks, rather than the headcount

Before staffing is agreed, break the production into specific activities: unloading, internal transport, building, ongoing changes, breakdown and packing. For each activity, identify the timing, duration, access conditions, equipment and dependencies on other suppliers.

This provides a more realistic basis for choosing both staff numbers and skills.

Five ways to strengthen staffing

Define roles clearly. Who receives deliveries, who builds, and who signs off a finished area?
Appoint one person responsible for the crew. A clear contact makes changes and priorities easier to manage.
Plan shifts and breaks. Long production days need a realistic staffing plan.
Give everyone a useful briefing. Meeting points, schedules, safety arrangements, contacts and tasks should be known before work starts.
Plan breakdown from the beginning. The final stage is part of the production and should not be staffed as an afterthought.

Working with other teams

The crew rarely works alone. Technicians, transport providers, venue staff and the organiser’s project team often need the same access routes and work areas. Coordinating tasks and timings means less waiting and fewer misunderstandings.

At Mano Crew, the aim is to provide staff who contribute to an overall production, rather than simply filling shifts. Where needed, crew work can be coordinated with Mano Logistics, Mano Warehouse and other relevant departments.

Send us your production plan, or let us review the tasks together. Staffing can then be planned around what actually needs to be done.