Resources
Conference Staffing Resources
Free templates, calculators, and checklists to plan and execute staffing for multi-day conferences and events.
Download Resources
Three production-ready tools to plan, calculate, and validate conference staffing operations.
Template
Session Staffing Grid
Pre-built spreadsheet for mapping conference sessions, roles, headcount, and call times across all areas.
- Multiple rooms and sessions
- Role-based assignments
- Auto-calculated totals
- Editable format
Tool
Headcount Calculator
Interactive calculator to estimate baseline staffing needs. Use the tool online or download the spreadsheet version.
- Dynamic estimates
- Role-based calculations
- Methodology included
- Customizable inputs
Checklist
72-Hour Readiness
Pre-event validation checklist based on operational best practices. Ensure compliance and communication readiness.
- 5-section framework
- Compliance validation
- Sign-off documentation
- Print-friendly PDF
72-Hour Pre-Event Checklist
Use this checklist to validate readiness 72 hours before your conference begins.
- All staffing orders submitted to agencies
- Agencies confirmed availability (target 95%+ fill rate)
- Backup workers identified for critical roles
- Any coverage gaps escalated and resolved
- Worker assignments reviewed and approved
- Room captain and lead roles confirmed
- On-site management structure finalized
- Escalation contacts and communication chain identified
- Certificate of Insurance verified for all agencies
- Workers Compensation and General Liability confirmed
- No compliance documents expiring within 30 days
- Background checks completed (if required)
- Audit trail reviewed for any gaps
- All assigned workers notified with confirmation
- Call times and arrival requirements communicated
- Venue logistics shared (parking, check-in procedures)
- Emergency contact procedures and escalation documented
- Role-specific instructions sent to team leads
- Check-in system tested and ready
- SMS and email escalation tested
- Timesheet process reviewed with team
- Incident reporting process communicated to leads
- Dashboard access verified for all on-site management
Frequently Asked Questions
Yes. All templates are provided as editable spreadsheets and documents so you can adapt them to your conference format, venue structure, and staffing requirements.
Benchmarks reflect common staffing patterns from operational experience and are intended as planning defaults. Your staffing needs vary based on venue layout, conference format, and attendee flow.
Use the templates and calculator as a framework, then adjust roles, areas, and timing to match your program, venue, and support requirements.
Templates and checklists are updated periodically based on organizer feedback and operational learnings. Check back for new resources and improvements.
Yes. Use the templates for planning, then manage orders, assignments, compliance, and invoicing through TempGuru's conference staffing software. Learn more at conference staffing software.
Ready to Streamline Conference Staffing?
These templates work alongside TempGuru's conference staffing software. Unify orders, manage compliance, and hit high fill rates across your operations.
Or call (904) 206-8953 · contactus@tempguru.co