Convention Staffing Checklist: Roles, Ratios, Timelines & Compliance
How to hire temporary staff for a convention—the right roles, in the right numbers, with the right compliance. Use this checklist whether you're planning a 200-person conference or a 5,000-attendee expo.
Most convention organizers understaff by 15–20% because they plan around "average" attendance rather than peak-hour demand. This checklist helps you avoid that. It's based on patterns we've seen across thousands of conventions staffed through TempGuru's network of W-2 compliant staffing agencies.
Convention Staffing Roles & Headcount Ratios
These ratios are starting points. Adjust based on venue layout, attendee demographics, and event complexity. The "per attendee" ratio tells you roughly how many staff you need for each role per 1,000 expected attendees.
| Role | Ratio (per 1,000 attendees) | 500 attendees | 2,000 attendees | 5,000 attendees |
|---|---|---|---|---|
| Registration & Badge Pickup | 10–12 per 1,000 | 5–6 | 20–24 | 50–60 |
| Expo Hall & Exhibitor Support | 5–8 per 1,000 | 3–4 | 10–16 | 25–40 |
| Load-In / Load-Out | Venue-dependent | 8–15 | 20–40 | 40–80 |
| Wayfinding & Crowd Flow | 4–6 per 1,000 | 2–3 | 8–12 | 20–30 |
| Runners & Ops Support | 2–3 per 1,000 | 2–3 | 4–6 | 10–15 |
| Hospitality & VIP | 2–4 per 1,000 | 2–3 | 4–8 | 10–20 |
| Entrance & Crowd Mgmt | 3–5 per 1,000 | 2–3 | 6–10 | 15–25 |
| On-Site Supervisors | 1 per 15–25 staff | 1–2 | 3–5 | 6–10 |
Peak-hour rule: Registration needs 2× your average headcount during the first 90 minutes of Day 1. Plan your staffing around peak demand, not average attendance. If 60% of your attendees arrive in the first two hours, staff registration for that surge—not for even distribution across the day.
Need help translating these ratios into a staffing plan for your event? Request a custom plan — we'll build the headcount, shift schedule, and budget estimate for you.
Convention Staffing Timeline: When to Do What
The ideal planning window for temporary convention staffing is 4–8 weeks. Here's what to do at each stage.
8–6 Weeks Out: Define Scope
Lock in venue, dates, expected attendance, and number of event days. Identify all role categories you'll need. Estimate headcount using the ratios above. Start conversations with your staffing provider.
6–4 Weeks Out: Confirm Staffing Order
Submit formal staffing request with roles, headcount, shift times, and any special requirements (background checks, certifications, dress code). Your provider should confirm coverage within 24–48 hours.
4–2 Weeks Out: Finalize Details
Confirm shift schedules, break rotations, supervisor assignments, and parking/access instructions. Share venue maps and role-specific training materials. Review compliance documentation.
1 Week Out: Pre-Event Briefing
Hold a briefing call with your staffing provider and on-site supervisors. Confirm contingency plans for no-shows and weather. Verify all workers have venue access credentials.
Day Before: Load-In & Setup
Load-in crew arrives per schedule. Supervisors walk the venue. Registration stations tested. Signage and wayfinding positions marked.
Event Day(s): Execute & Adjust
Workers clock in via digital time tracking. Supervisors manage real-time adjustments. Runners handle escalations. Registration staff surges for Day 1 peak. Daily debrief with supervisors to adjust next-day staffing.
Post-Event: Teardown & Invoice
Load-out crew handles teardown. One consolidated invoice with digital time records. Post-event review with your staffing provider to document lessons learned.
Rush staffing: Need convention staff in under 2 weeks? TempGuru can often confirm coverage within 24–48 hours in most of our 275+ markets. Call (904) 206-8953 for urgent requests.
Convention Staffing Compliance Requirements
This is where most convention organizers get burned. If your staffing provider uses 1099 contractors instead of W-2 employees, you may carry the misclassification liability. Here's what to verify.
| Compliance Area | What to Verify | W-2 (TempGuru) | 1099 / Gig App |
|---|---|---|---|
| Worker Classification | W-2 employee vs. 1099 contractor | ✓ W-2 | ✗ 1099 risk |
| Tax Withholding | Federal/state payroll taxes withheld | ✓ Included | ✗ Worker's responsibility |
| Workers' Compensation | Coverage for on-site injuries | ✓ Agency carries | ✗ Often none |
| I-9 Verification | Employment eligibility documented | ✓ On file | ✗ Varies |
| Background Checks | Pre-employment screening | ✓ Available | ✗ Rarely |
| Liability Insurance | General liability + professional | ✓ Agency carries | ✗ You may be liable |
Ask your provider: "Are all workers W-2 employees of a staffing agency, and can you provide proof of workers' compensation, I-9 verification, and liability insurance before the event?" If the answer is no or vague, you're taking on risk. Learn more about event staffing compliance.
Full Convention Staffing Checklist
Print this or share it with your team. Check each item as you complete it.