Learn the key factors to consider when hiring promotional staff to ensure your event is a success. Discover expert tips on selecting reliable and engaging team members.
Whether you’re planning a product launch, a corporate conference, or a large-scale festival, promotional staff are often the unsung heroes behind the scenes. They’re the first faces guests see, the ones answering questions, handing out samples, collecting leads, and ensuring your brand is represented in the best possible light.
Getting the right people on your team can elevate your event from ordinary to unforgettable—but choosing the wrong staff can just as easily leave a poor impression and cost you business.
In this blog, we’ll walk you through the key steps to finding the best promotional staff, what to look for, and how partnering with the right event agency can streamline the process.
1. Understand Your Event Goals and Audience
Before hiring anyone, it’s essential to get clear on what success looks like for your event. Are you looking to drive sales, generate leads, increase brand awareness, or simply support the logistics on the day? The type of promotional staff you hire should align with these objectives.
For example:
- If your event involves lead capture, you’ll need staff who are confident, tech-savvy, and skilled in engaging strangers quickly.
- For a product demonstration, you’ll want people who are articulate, detail-oriented, and capable of learning technical features.
- If you’re running a high-energy consumer activation, extroverted and enthusiastic brand ambassadors are key.
Understanding your target audience also plays a role. If you’re marketing to professionals, your staff should reflect that polished, knowledgeable tone. If your audience is more casual or family-oriented, staff who are warm, approachable, and fun are likely to be more effective.
Once your goals and audience are clearly defined, creating a tailored staffing brief will be much easier—and more effective.
2. Look for the Right Skills and Attributes
Not all promotional staff are created equal. The best in the industry possess a unique mix of skills and personality traits that make them stand out. When hiring, look beyond just the resume and consider these qualities:
- Communication Skills: Clear and engaging communicators will always shine in client-facing roles.
- Reliability: A no-show or late staff member can throw off your entire event plan. Always check references and work history.
- Confidence and Initiative: Great staff don’t just follow instructions—they take initiative, solve problems on the fly, and represent your brand with pride.
- Energy and Enthusiasm: Events can be long and exhausting. You want people who stay upbeat and energised throughout the day.
- Appearance and Presentation: Depending on your brand, professionalism and grooming may also matter, especially for luxury or corporate events.
When you partner with an experienced event agency like Gaston Management, you gain access to a pre-vetted talent pool. Every staff member has been handpicked, trained, and matched to roles based on their unique strengths—saving you time and giving you peace of mind.
3. Choose an Experienced Event Agency
Sourcing and managing promotional staff on your own can be time-consuming and risky. That’s why many brands choose to work with a specialised event agency that handles it all—from recruitment and training to logistics and reporting.
Here’s what a top-tier event staffing agency will do for you:
- Provide Staff Matched to Your Brand & Brief: Agencies like Gaston Management ensure that every promotional staff member is the right fit for your specific event, industry, and audience.
- Manage Availability and Backup Staff: Life happens. Reputable agencies prepare for last-minute changes so you’re never caught without help.
- Offer On-the-Day Support: Whether it’s a team leader onsite or a coordinator on call, having extra support ensures your event runs smoothly.
- Report on Outcomes: Post-event reporting and feedback help you evaluate success and refine your strategy moving forward.
Working with a professional agency means you don’t have to worry about payroll, compliance, insurance, or chasing up late arrivals—it’s all taken care of.
4. Don’t Underestimate Training and Briefing
Even the most experienced promotional staff need proper training to ensure they represent your brand accurately and effectively. This is where many events fall short: failing to brief staff properly before the event starts.
Here’s how to set your team up for success:
- Create a Clear Event Brief: Include information on your company, brand messaging, event goals, key talking points, and FAQs.
- Run a Pre-Event Briefing Session: A live or virtual meeting helps align expectations and gives staff a chance to ask questions.
- Provide Visual Aids or Cheat Sheets: Quick-reference guides can help staff stay on message and recall key details during the event.
Gaston Management ensures every staff member is not only briefed thoroughly but also understands the customer journey and how to support your event’s KPIs.
Conclusion: Make Every Interaction Count with the Right Promo Team
Hiring promotional staff isn’t just a tick-box exercise—it’s a strategic decision that directly affects how people experience your brand. When you choose the right individuals, supported by the right event agency, you’re investing in a seamless, engaging, and impactful event.
Whether you’re hosting a local activation or managing a nationwide campaign, partnering with a trusted team like Gaston Management ensures you have professional, reliable, and energetic staff who understand the power of positive brand representation.
Ready to Hire Promotional Staff That Truly Represent Your Brand?
Let Gaston Management connect you with the right talent to elevate your next event. Get in touch with us today and let’s make your event unforgettable.