Event Staffing Confirmation Checklist: 72 Hours Before

Why 72-Hour Confirmation Matters

The 72-hour window before your event is critical for staffing success. At this point, you're close enough to the event that people take commitment seriously, yet far enough out to fix problems. Confirming staffing now catches cancellations before you're scrambling last-minute for replacements. This checklist ensures no staffing gaps slip through until event day. For more details, see our staffing backup protocols resource.

Many events experience preventable staffing shortages because coordinators assume confirmed staff will show up without final verification. Life happens—staff get sick, conflicts emerge, transportation fails. Proactive 72-hour confirmation identifies these issues before they become crises. You'll have time to secure replacements without panic.

Step 1: Verify Complete Staff Roster (72 Hours Before)

Print or open your confirmed staff list. Include all staff names, positions, scheduled arrival times, assigned tasks, and phone numbers. Review this list meticulously—do you have confirmed coverage for every needed position? Are quantities correct? A missing server or registration person materially impacts event execution.

Cross-reference your staff list against your original staffing request. Did you request 8 servers but only have 6 confirmed? Did registration get reduced from 3 to 2 staff members? Gaps between intended and actual staffing compromise event quality. Identify any shortfalls immediately so you can pursue additional candidates.

Verify all positions have assigned leads or supervisors. Don't leave this to chance. Explicitly name who manages each team—who supervises servers? Who oversees registration? Who coordinates setup? Clear assignment prevents confusion during events when immediate decisions are needed.

Step 2: Individual Staff Confirmation Calls (72 Hours Before)

Contact every confirmed staff member individually, not just agencies. Phone calls are dramatically more effective than emails for confirming attendance. A real conversation reveals hesitation that emails hide. Calls also give staff a chance to ask questions they've been sitting on for weeks.

Ask directly: "I want to confirm you're still planning to work the ABC Event on Saturday, March 15th, starting at 3:30 PM for setup. Is that still good for you?" Listen for hesitation or uncertainty. Confirmations should be clear and confident. If someone sounds uncertain, probe further—what's their concern?

Reconfirm critical logistics during the call: exact arrival time, parking location, where to report upon arrival, what to wear, and who to ask for. Don't assume staff remember these details from emails sent weeks ago. Refreshing memory prevents common mistakes.

Ask if staff have questions or concerns. Many staff members sit on questions for days and suddenly contact you with concerns 24 hours before the event. Asking directly surfaces issues you can address while you still have time.

Step 3: Agency Confirmation (60-65 Hours Before)

Contact all staffing agencies providing staff for your event. Confirm they have correctly committed to your staffing needs. Ask them to provide a final staff list with names, positions, and assigned times. Agency lists should match your expectations. If discrepancies exist, address them immediately.

Confirm agency understanding of your event logistics. They should confirm parking, arrival time, check-in procedures, and key staff coordinator contacts. Make sure the agency coordinator who speaks with you will communicate these details to your actual working staff members.

Ask about their backup plan if an assigned staff member becomes unavailable. Do they have immediate replacements available? How quickly can they notify you of problems? Understanding their contingency planning gives you confidence they'll handle issues responsibly if problems emerge.

Step 4: Cross-Verify Arrival Times and Logistics (60 Hours Before)

Create a detailed arrival timeline showing exactly when each staff member or staff team should arrive. Stagger arrivals when possible—don't have everyone arrive simultaneously, which creates crowding and confusion. Registration staff might arrive at 3:00 PM, bartenders at 3:15 PM, and general servers at 4:00 PM. (See also: Event Staffing Timeline Checklist.)

Verify parking arrangements for all staff. If your event venue has limited parking, have you reserved staff parking? Do you need to provide parking passes or validation? Staff arriving to discover no available parking creates immediate frustration and may lead to late arrivals.

Confirm the designated check-in location for each staff group. Where do registration staff check in? Where do bartenders find their bar assignments? Having clearly designated check-in areas prevents staff wandering around looking for instructions. Assign a specific staff member to manage check-in for each area.

Verify uniform or attire arrangements. If you're providing uniforms, have they been prepared and organized by size? If staff provide their own attire, have you sent clear photos and standards? Attire issues are among the most common 24-hour surprises—prevent them with clear advance communication.

Step 5: Backup Staff and Contingency Contacts (48 Hours Before)

Identify backup staff for critical positions. If your primary registration lead becomes unavailable, who's your backup? If a bartender cancels, who can cover? Don't assume backups will miraculously appear—identify them in advance and confirm their willingness to work if called.

Create a call chain with emergency numbers for all staff members. List your primary contacts first, then secondary backup staff. Include both cell and home phone numbers if available. In crisis situations, multiple contact options increase your ability to reach people quickly.

Establish clear procedures for what happens if staff cancel last-minute. Who gets called first? What's the time limit for response? Having predetermined procedures prevents wasting crucial time during emergencies. Know exactly who you'll call and in what order.

Step 6: Final Logistics Communication (48 Hours Before)

Send a final email or text to all staff members summarizing key information. Include event name, date, arrival time, parking details, check-in location, who to ask for, and your contact number. This summary serves as a reference guide in case staff loses original confirmation information.

Include a reminder about dress code with specific details. Many staff members postpone thinking about event attire until the night before. Reminding them 48 hours in advance gives them time to resolve any issues or ask clarifying questions.

Provide driving directions and parking information, even if you sent this before. Some people need reminders. Include your phone number prominently so lost or confused staff can call immediately rather than arriving late or at the wrong location.

Include a line asking staff to confirm receipt of this final communication. This simple request ensures people are actually reading your messages and have your event information readily available.

Step 7: Leadership Team Briefing (36 Hours Before)

Meet with your event leadership team to review the final staff roster. Distribute the complete staff list including names, positions, arrival times, and assigned tasks. Leadership should understand who's responsible for what and which staff members are new or less experienced.

Assign specific responsibilities to leadership team members. Who manages registration staff? Who supervises bartenders? Who oversees setup? Who's the point person if staff questions arise during the event? Clear assignments prevent overlapping responsibilities and gaps. (See also: Walk-Through Requirements for Event Staff.)

Review contingency plans with your leadership team. If registration gets busy faster than expected, how do you adjust? If someone calls in sick at 6 AM, what's the response? Walking through scenarios in advance means your team responds calmly and effectively if issues actually emerge.

Step 8: Final 24-Hour Confirmation (24 Hours Before)

Conduct a final round of confirmations 24 hours before the event. A brief text or call asking "Just confirming you're still good for tomorrow, 3:30 PM arrival?" catches last-minute cancellations. Some people make the decision to cancel during this final 24 hours, and you need to know immediately.

If anyone cancels or expresses uncertainty, activate your backup plan immediately. Don't wait. Call backup staff now while they have time to arrange coverage. The 24-hour mark is often when you get honest answers about staff's actual intentions.

Verify no major changes have occurred with your event that would affect staffing needs. Has guest count changed dramatically? Has timing shifted? Has the event format changed? If material changes occurred, communicate those to your team immediately.

Step 9: Leadership Team Final Briefing (4 Hours Before)

Conduct a final team huddle 4 hours before the event. Review the final confirmed staff roster one more time. Confirm all leadership team assignments. Walk through the event timeline and identify critical transition points where coordination is essential.

Address any last-minute changes or uncertainties. If you had to replace a staff member 24 hours ago, ensure everyone knows who's actually working. Brief leadership about new staff members who might need extra support.

Discuss communication protocols. How will staff communicate issues during the event? How do they contact you if they need help? Ensuring clear communication prevents problems from festering unaddressed.

Event Day: Arrival and Final Check-In

Station yourself at the staff check-in location to greet arriving staff personally. A warm welcome sets a positive tone and gives you one more opportunity to ensure each person understands their role. Distribute final assignments, name badges, and any materials they need.

Conduct a final head count 30 minutes after the scheduled start time. Do you have everyone you expected? If someone's missing, contact them immediately. Are they running late? Did they forget? The sooner you know, the sooner you can execute contingency plans.

Thank your entire staff team at event conclusion. Acknowledge their hard work and positive contributions. This closing acknowledgment builds goodwill and makes it more likely they'll work with you again, building a stronger team over time.