In today’s rapidly shifting meetings and events industry, one thing remains clear: people make or break the experience. Planners are facing mounting pressure—from stakeholders, attendees, and bottom-line budgets. Freelancers are navigating a volatile gig landscape that’s rich in opportunity but fraught with inconsistency.
Meanwhile, hybrid formats, tighter compliance standards, and decentralized teams have redefined what effective staffing actually looks like.
It’s no longer about “finding help.” It’s about assembling smart, agile teams that can deliver excellence—on time, on brand, and on budget.
This two-part guide breaks down what’s not working for planners and freelancers alike, and then highlights five proven strategies reshaping how the best in the industry are solving staffing—at scale.
Part 1: What's Broken—and Why
Planners: More Complexity, Less Control
According to EventMB’s 2024 State of the Event Industry Report, 64% of planners cite “staffing and labor shortages” as one of their top three pain points—up from 41% in 2022. These gaps are being driven by:
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Shorter lead times: A 2023 Cvent survey found 72% of corporate planners are working with timelines under 60 days.
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Budget compression: With marketing and travel spending under scrutiny, many teams are asked to “do more with less,” while labor costs rise.
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Hybrid fatigue: Events must now cater to both in-person and virtual audiences, requiring new technical proficiencies—and dual staffing models.
- Contractor misclassification risks: Compliance, especially across multiple states or countries, has emerged as a critical (and costly) concern.
As one planner at a Fortune 500 financial services firm put it, “We spend more time sourcing staff than planning activations. It’s a distraction we can’t afford.”
Freelancers: More Gigs, Fewer Guarantees
Independent event professionals face a different—but equally challenging—reality.
While demand has returned post-pandemic, predictability has not. Many freelancers report:
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Pay disparities and late payments
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Unclear job scopes or shifts in responsibility mid-event
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Lack of job security or advancement
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Reliance on word-of-mouth referrals or outdated staffing databases
According to the Freelancers Union’s 2024 Pulse Report, over 40% of event freelancers work with three or more platforms to piece together a full schedule. And yet, 56% say they’ve declined jobs due to poor communication or mismatched expectations.
Part 2: What’s Actually Working—Five Proven Strategies
Here’s what’s working across hundreds of activations, conferences, and brand experiences—from in-house corporate teams to third-party production firms.
Start Staffing Earlier—and Integrate with Planning
Organizations that prioritize staffing during early-phase planning avoid last-minute mismatches and overpaying for urgent coverage.
Case in Point: A global pharmaceutical company shifted its staffing timeline to begin sourcing as soon as venues were booked—about 90 days out. This led to a 30% decrease in onsite no-shows and better alignment with compliance documentation (insurance, NDA, and background checks).
Data Snapshot: Events with staffing locked at least 4 weeks prior to showtime are 2.5x more likely to rate their onsite team performance as “excellent,” according to a 2023 Cadre Platform analysis.
Freelancer Tip: Keep availability calendars current and highlight specialty skills to be considered early in the sourcing cycle.
Hire for Capabilities, Not Just Titles
It’s no longer enough to search for “greeters” or “AV support.” Smart planners are hiring based on capabilities—like bilingual fluency, livestream troubleshooting, or mobile check-in mastery.
“...you often can get a resource that has a much broader range of expertise in the industry because they have worked in a variety of roles, for a variety of agencies.” - Kim Demus, Director, Field Operations
Example: At SXSW 2024, one agency used a capability-based roster to support its immersive VR activation. Instead of recruiting by title, they assembled a team with a blend of brand ambassador, tech ops, and customer service experience. The activation earned a 94% satisfaction rate among attendees and required 50% fewer escalations than in 2023.
Curate a Trusted Talent Pool
Repeatability matters. Strong teams invest in reliable rosters of high performing freelancers they can tap again and again.
A national association that runs over 40 events annually implemented a rolling roster system in 2023. Over 12 months, they saved 18% on average per event by avoiding agency rush fees and reducing onboarding time.
Platform Insight: Some staffing platforms now offer “Preferred Talent” tagging and private pools, improving retention and decreasing churn by 32% year-over-year.
Freelancer Tip: Don’t just meet expectations, exceed them. Maintain your portfolio, request testimonials, and follow up post-event to stay top-of-mind. Freelancers who prioritize reliability, responsiveness, and relationship-building are the ones who get invited back.
Use Third-Party Platforms for Strategic Scale
Technology isn’t replacing staffing professionals—it’s helping them scale.
Instead of relying on staffing platforms only in emergencies, forward-thinking teams integrate them into their core sourcing and scheduling workflows.
Real-World Example: A live events agency used Cadre to staff 60+ support roles for a hybrid financial conference across five cities. By leveraging platform-based booking, background verification, and payment, they reduced admin time by 45% and achieved a 98% fill rate.
Freelancer Tip: Third-party platforms aren’t just gig boards—Look at them as a business partner. Set up your profile to receive instant job alerts, and keep your availability updated to stay top-of-mind. Clear job details and built-in payment systems mean you can spend less time chasing down logistics and more time focusing on client service and professional growth.
Set Clear Expectations—and Follow Up with Feedback
One of the most common breakdowns in event execution stems from a misalignment of roles, timelines, and deliverables. While the core team may be aligned internally, freelance meeting planners and travel directors—who often come in shortly before an event—are particularly vulnerable to unclear direction. Top-tier event producers have learned that clear documentation is not just helpful—it’s essential.
Confusion kills performance. When expectations aren’t explicitly communicated, confusion turns into chaos, especially during the high-stress, high-stakes hours onsite
That’s why many now use standardized event briefs to ensure every team member, regardless of tenure or familiarity, is on the same page.
According to a 2023 report by MeetingsNet, teams that use standardized pre-event briefings report a 28% improvement in onsite satisfaction
Event briefs include:
- Pre-Event logistics: Arrival/Departure dates, responsibilities, timelines, dress code, venue layouts, contact lists, and escalation protocols.
- Post Event Feedback: Leading teams close the loop with structured post-event feedback, an under-utilized tool that both acknowledges contributions, improves future performance, reinforces expectations and builds loyalty..
In a tight labor market, delivering clarity and feedback isn’t just a best practice—it’s a competitive advantage.
Freelancer Tip: No pre-show clarity? Don’t panic. Arrive early, find your lead, confirm your role, and stay flexible.
Looking Ahead
The events industry is in the midst of a people-powered evolution. Whether you’re coordinating a 5,000-attendee conference or working the registration desk at a product roadshow, staffing matters more than ever.
But doing it right doesn’t mean working harder—it means working smarter.
With early planning, clearer expectations, repeatable talent pipelines, and the right tech partnerships, event staffing becomes not just efficient—but transformative.
It’s time to rethink how we build teams—because when you elevate the people, you elevate the entire experience.
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