Coordinating temp staff availability with event phases requires meticulous organization and consistent dialogue to ensure smooth operations. Start by mapping out the entire event timeline from pre-event preparation through post-event wrap-up. Flag essential times requiring full coverage such as registration, guest arrival, food service, and cleanup.

After establishing these critical checkpoints, work backward to determine when catering staff agency need to arrive for training, setup, and shift transitions. Don’t over-extend or under-time staffing.

Bringing team members in ahead of time gives them chance to orient and understand their duties. Similarly, releasing staff too early can result in unfinished responsibilities. Consult key operational leads to understand exactly when each area will be busiest and align personnel numbers with demand.

Use scheduling software that allows you to visualize shifts alongside event milestones to prevent double bookings and ensure no gaps occur. Incorporate transition windows between assignments to allow for handovers and unexpected delays. Ensure temps get their full schedule early along with clear instructions on where to report, what to wear, and whom to contact if issues arise.

Sustain continuous contact during operations. Assign a central coordinator to communicate updates whether it’s a timing shift or an unexpected surge in attendance. A quick text or radio check can make a big difference.

Following closure, analyze performance and gaps. Seek insights from both contingent and core personnel to optimize arrangements for next time.

Note that most temporary workers experience your event only once — clear expectations and thoughtful scheduling not only boost productivity but also build satisfaction that leads to rehiring.