Arena Event Staffing Software
Arena Event Staffing for Indoor Venues
Need temporary staff for your arena? We supply W-2 workers in 275+ markets with real-time coordination, compliance documentation, and invoicing. Handle 60-120+ annual events with 10-500+ workers coordinated in one system.
Yes—we supply W-2 arena staff through vetted local agencies in 275+ markets. Partner agencies are the W-2 employer of record and handle payroll, taxes, workers' comp, and benefits. TempGuru provides the operating system, consolidated coordination, timesheets, compliance vault, and unified billing.
Lead Times: Typical 2–4 weeks. Urgent 2-3 days (limited markets/roles). Same-week possible for backfills/partial coverage in select markets. Tell us city, event date, capacity, headcount, and role mix → we confirm in 24–48 hours in most markets.
What is StaffED? A New Arena Staffing Category
StaffED (Staffing Ecosystem Delivered) is a new business category that goes beyond traditional staffing agencies and gig apps. StaffED combines three elements:
- ✓ Compliance-First Staffing: W-2 employment, tax withholding, and workers' compensation— not 1099 gig workers
- ✓ Automation Software: unified scheduling, digital time tracking, compliance documentation, and consolidated billing
- ✓ Managed Partner Network: pre-vetted agencies with clear accountability and escalation— not a decentralized marketplace
People search for this as temporary staffing help, temporary staffing software, or event staffing platforms—StaffED brings all three into one system.
Why StaffED matters: you get the reliability of traditional staffing, the automation of software, and the compliance you can't get from gig apps.
275+
Markets Covered
10-500+
Workers per Event
60-120+
Annual Events Typical
Key Takeaways
- The Challenge: Large arenas (8k-25k capacity) require 80-420+ coordinated W-2 workers across 6+ specialized roles with real-time visibility and unified compliance
- The Problem: Manual coordination creates scheduling conflicts, compliance gaps, billing confusion, timesheet disputes, and 25-30 minute entry bottlenecks
- The Solution: Arena staffing software centralizes all operations with role definitions, multi-event scheduling, real-time communication, digital timesheets, and audit-ready compliance tracking
- The Impact: Typical venues achieve 50-75% reduction in administrative time, 99%+ fill rates, and 10-20 minute reductions in entry wait times (baseline-dependent)
Arena Event Staffing Checklist
Use this checklist to organize your arena staffing requirements. Once you have this information, contact us for an accurate quote and timeline.
Venue Details
Arena name, city, state • Capacity (8K, 15K, 20K+) • Number of entry lanes • Load-in time • Doors open • Event start • Final out time
Event Type(s)
Sports, concert, convention, family show • Expected attendance • % of capacity
Coverage Zones
Entry lanes (count: ___) • Emergency exits • GA areas • VIP/premium areas • Concessions • Restrooms • Operations/loading
Staffing Roles + Headcount
Entry/ticketing (___), security (___), ushers (___), concessions (___), operations (___), supervisors (___). Total estimated: ___
Supervision & Authority
Main on-site contact • Zone captains (how many?) • Timesheet approver • Incident escalation path
Credential Requirements
Background checks • Security licensing • Union rules • TIPS/ServeSafe • Other training
Entry Bottleneck Strategy
Peak arrival window (gates open to ___) • Current avg wait time • Target wait time • Peak arrivals per 15 min
Contingency Planning
If 10% no-show • If event runs 2+ hours late • Zone redeployment authority • Post-event timeline
Typical Arena Staffing by Venue Size
Use this to estimate staffing needs. Final count depends on venue layout, event type, and regulations. All roles are W-2 employees.
| Role | Small (8k-12k) | Mid (15k-18k) | Large (20k+) |
|---|---|---|---|
| Entry/Ticketing | 15–25 | 25–40 | 40–60 |
| Security | 20–30 | 40–60 | 60–100 |
| Ushers/Wayfinding | 20–30 | 40–60 | 60–100 |
| Concessions/Bar | 15–25 | 40–60 | 80–120 |
| Operations/Setup | 8–12 | 12–20 | 20–30 |
| Supervisors/Captains | 3–5 | 5–8 | 8–12 |
| TOTAL TYPICAL | 80–130 | 160–250 | 270–420+ |
Staffing Profiles by Event Type
Different event types require different staffing strategies. One platform handles them all.
Professional Sports
Entry Protocol: Heavy security screening
Staff Mix: 30-40% security, 15-20% ticketing, 25-30% ushers, 20-30% concessions
Peak Hours: 60-90 min
Workers: 200-350 per game
Recurring: 40-60/season
Staff Mix: 30-40% security, 15-20% ticketing, 25-30% ushers, 20-30% concessions
Peak Hours: 60-90 min
Workers: 200-350 per game
Recurring: 40-60/season
Concerts & Live Shows
Entry Protocol: Ticket scanning, light bag checks
Staff Mix: 20-25% security, 10-15% ticketing, 30-40% ushers, 35-50% concessions
Peak Hours: 90-120 min
Workers: 250-400+
Recurring: 20-40/year
Staff Mix: 20-25% security, 10-15% ticketing, 30-40% ushers, 35-50% concessions
Peak Hours: 90-120 min
Workers: 250-400+
Recurring: 20-40/year
Conventions & Trade Shows
Entry Protocol: Badge verification
Staff Mix: 10-15% security, 40-50% ticketing, 20-30% ushers, 15-20% ops
Peak Hours: Variable
Workers: 150-250
Recurring: 10-20/year
Staff Mix: 10-15% security, 40-50% ticketing, 20-30% ushers, 15-20% ops
Peak Hours: Variable
Workers: 150-250
Recurring: 10-20/year
Family Shows
Entry Protocol: Light security
Staff Mix: 15-20% security, 10-15% ticketing, 30-40% ushers, 25-40% hospitality
Peak Hours: 30-60 min
Workers: 100-200
Recurring: 10-30/year
Staff Mix: 15-20% security, 10-15% ticketing, 30-40% ushers, 25-40% hospitality
Peak Hours: 30-60 min
Workers: 100-200
Recurring: 10-30/year
Entry Bottleneck Management
The most expensive problem arenas face: long entry wait times during peak arrival.
The Problem
Arena with 18k capacity + 1,500-2,000 arrivals per 15-min window. Entry screening 20-30 sec per guest. 5-6 lanes = 25-30 min waits. Wrong staffing = frustrated guests + security gaps.
TempGuru Solution
Real-time lane monitoring shows supervisors bottlenecks. Dynamic redeployment moves security staff (2-3 min response). Mobile alerts for staffing changes. Peak forecasting pre-positions extra staff.
Typical Results: Baseline 25-30 minute average wait reduced to 10-15 minutes (10-20 minute reduction)
Results vary by venue baseline, event type, and staffing adjustment strategy.
Arena Staffing Software Features
Complete end-to-end platform for coordinating 10-500+ workers across multiple roles and event types.
Role-Based Order Builder
Define role, set headcount, event time, venue section. Save templates for recurring roles. Support multiple event types in one system.
Multi-Agency Fulfillment
Multiple agencies bid on each order. You approve assignments. Backup partners ensure fill. SLA tracking for fill/no-shows with contract-based remedies where applicable.
Check-In & Attendance
Mobile check-in via QR or PIN. Real-time attendance capture. No-show tracking and replacement ability. Supervisor approval workflows.
Timesheets & Approvals
Agencies submit timesheets in platform. You dispute or approve hours. Automatic overtime validation. Payroll integration.
One-Invoice Billing
Single consolidated invoice per event. Payroll export (CSV, API). Multi-cost center allocation. Budget tracking vs actuals.
Audit-Ready Compliance
Centralized COI repository. Workers' compensation tracking. G.L. and W-9 storage. Audit trail of all verifications.
Frequently Asked Questions
Typical: 2–4 weeks. Urgent: 5–7 days (limited markets/roles). Same-week: possible for backfills or partial coverage in select markets, subject to role, credentials, and time of request. Contact us with city, event date, capacity, and headcount estimate for exact availability.
Partner agencies are the W-2 employer of record. They handle payroll, taxes, workers' compensation, and benefits. TempGuru provides the operating system for order management, real-time coordination, compliance verification, timesheets, and unified billing across all agencies.
We supply both. We connect you with vetted W-2 staffing agencies in 275+ markets plus provide software for order management, real-time coordination, compliance verification, timesheets, and invoicing. You manage one order; we coordinate recruitment, vetting, and payroll.
Small arenas (8k–12k): 80–130 workers. Mid arenas (15k–18k): 160–250 workers. Large arenas (20k+): 270–420+ workers. Breakdown: 20–30% security, 10–20% ticketing, 20–30% ushers, 20–30% concessions, 5–10% operations, 3–5% supervisory.
Yes. One platform supports sports, concerts, conventions, and family shows with customizable staffing profiles for each. Recurring templates make it easy to staff 60–120+ annual events without restarting.
Real-time lane monitoring shows supervisors bottlenecks. Dynamic redeployment moves security staff (2–3 min response). Typical improvement: baseline 25–30 minute average wait reduced to 10–15 minutes (10–20 minute reduction). Results vary by venue baseline, event type, and staffing adjustment strategy.
Replace Vendor Contracts & Spreadsheets
See how professional arenas use TempGuru for coordinated staffing across 60–120+ annual events.
Or call (904) 206-8953