Guide · Booking staff

How to choose an event staff agency: 10 questions to ask.

Most agencies sound alike on their websites. These ten questions show the difference before the first shift, whether you need one host or a team across the country.

5 min read5 steps10 checks

A conference staff member standing at The Exchange session area while delegates sit facing the stage

If an agency doesn't employ the people it sends, ask who does.The one thing to remember

Start here

Ask before you book.

An agency's real work happens away from its website: who it employs, how it checks them, how it briefs them and who answers the phone when a shift goes wrong. Ask every agency on your list the same ten questions and compare the answers side by side.

Customers queueing behind barriers outside a Popeyes store in a shopping centre

01Step 1 of 5

Starbucks Doubleshot sampling team with members of the public outdoors

Who employs the team?

Questions 1 and 2: who the staff work for, and what has been checked.

PAYE
Right to work
ID checks
DBS on request

Key pointIf an agency doesn't employ the people it sends, ask who does.

02Step 2 of 5

Is every shift covered?

Questions 3 and 4: insurance, and what happens when someone can't make it.

Employer's Liability
Public Liability
Replacement cover

03Step 3 of 5

How do they choose the people?

Questions 5 and 6: the team should be chosen for your event, not pulled off a list.

Experience
The right role
Close to the venue

04Step 4 of 5

Specsavers and HUGO Eyewear activation team on the shopping centre floor

Who briefs them, and who runs the day?

Questions 7 and 8: a briefed team and a contact you can reach make most of the difference on the day.

Written brief
Team leader
24/7 support
Check-ins

05Step 5 of 5

Large team ready for the Space NK flagship launch at the Trafford Centre

Can they show it, and is the quote clear?

Questions 9 and 10: proof of similar work, and a quote you can read line by line.

Named brands
Real photos
Itemised quote

Checklist

The ten questions.

Ready to compare agencies.

Common questions

Questions about booking an agency.

Should I book an agency or hire event staff myself?

Hiring yourself can work for a small, regular team. An agency can scale up, handles the checks, payroll and cover, and gives you one contact when plans change.

How far ahead should I book?

As early as you can, especially for summer weekends and large trade shows. Send your dates and venue and the agency will tell you what it needs to staff them.

What is the difference between an agency and a staffing app?

A staffing app lets you pick and book individuals yourself. An agency chooses, briefs and manages the team for you and stays responsible for it on the day.

Do agencies supply staff outside London?

The larger ones do. Ask where their staff live and how they cover venues away from their offices.

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Here are our answers.

EXECUTIONAL has supplied event and promotional staff since 2007: 6,000+ registered staff across 40 UK staffing hubs, employed through our own PAYE, right to work checked and insured, briefed for every booking, with geo-tagged check-ins and a 24/7 support line. See our event staff and promotional staff for the roles we cover.

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