This is a guest blog written by Meggan Ballard Gomez – Elevate Global US’s VP of Sales in North America
I’ve been in the event staffing industry for 16 years now (whoa, when did that happen? 😉). During my career, I’ve addressed thousands of event staffing RFPs ( Request for Proposal) & RFIs ( Request for Information), and many brands and experiential agencies alike, have asked similar questions- some more effective than others.
Planning to submit an event staffing RFP with Elevate (or any staffing agency) in the future? Here are my suggestions on what to (and not to) include to ensure you get the information you need to make a well- informed decision when choosing your event staffing partner.
Questions to ask ✅
How do you employ your staff?
W2 vs 1099? The 1099 form is used to report payments to independent contractors. It doesn’t include any tax payments. The W-2 form is more detailed. It shows employee earnings, federal and state income tax withholdings, and contributions to Social Security and Medicare (FICA).
Why is this important? W2 is the only fully compliant model according to employment laws. Experienced agencies and brands have been held liable for employment law infractions, as well as workers’ compensation claims when working with 1099 staffing agencies. Additionally, 1099 staffing agencies have faced large penalties for misclassification of field employees.
At Elevate Global, we are a 100% W2 agency, which ensures no grey area. Our brand ambassadors and event staff are provided with worker’s compensation and liability insurance. Therefore, our clients are protected from being held liable as co-employers. Always work with a W2 agency!
How does your staffing agency screen staff?
It’s important to know whether the event staffing agency is investing in premium staffing services rather than just filling positions with warm bodies. At Elevate Global, our screening process begins with making sure only top-quality event staff are accepted into our database. We prioritize quality over quantity.
From there, we implement a detailed, multi-layered recruitment and screening process tailored to the specific needs of each program and role. Even if we have worked with an individual numerous times, they will still undergo screening to meet the unique requirements of each program.
Questions not to ask 🚫
How many staff do you have in X market or your database?
I would advise that you do not ask this question– it doesn’t provide you with what you’re looking for! Most event staff are registered with multiple agencies. Database numbers don’t necessarily reflect active staff that are a good fit for your brand, or those available (and interested in working).
Instead, in your event staffing RFP ask… “Please can you provide recent case studies of your work in our activating markets and/or similar activations? Can this include staffing details, results, and possibly a client testimonial?” This will give you a better understanding of the event staffing agency’s ability to successfully hire and manage the right staff for a successful activation.
Other Essential Questions 📝
How does your event staffing agency train and manage staff?
This is crucial to add to your event staffing RFP because temporary event staff and hospitality staff, for example, can work for multiple event staffing agencies. Selecting an event staffing agency isn’t just about finding staff; it’s about finding the right staff who can meet your brand’s activation goals and objectives. At Elevate Global, we prioritize initiatives which support treating our field employees as integral members of our team such as our Elevating People (our training for event staff). Our success relies on their performance, so we invest in their training and management to ensure they represent both our agency and our clients to the highest standards.
Budget Considerations 💰
Discussing the budget upfront in your event staffing RFP is vital. Event staffing is a service where you get what you pay for. The primary driver of rates is what the event staffing agency needs to pay staff to get the right people for the job. Here’s a breakdown of what to consider:
Market Rates and Adjustments
Pre-Pandemic vs. Post-Pandemic Rates: Rates have risen significantly in the post-pandemic economy. Previously, top-notch staff might have been available for $22-$25 an hour. Now, expectations are $28-$30+/hr, depending on the specific requirements, hours, and market.
Regional Variations: Rates can vary significantly by region. For example, staffing costs in a major city like New York will differ from those in a smaller market.
Often, an agency or brand may only consider activation hours when budgeting. It is essential to also account for the additional costs associated with the full scope of the activation in your RFP including; staff training hours, staff arrival time vs. activation start time, the time needed for activation set-up and breakdown, parking and/or travel costs/time and logistical & reporting hours. Some things to ask yourself are;
- Does the staff need to receive or ship materials?
- Does the Field Manager need to pick up and drop off a rental truck?
- Does the Field Manager need to take inventory at storage and/or need to complete activation reporting post-event?
- Overtime Costs: Do the weekly/daily working hours incur daily or weekly overtime at 1.5x the hourly rate, or does the event activate on a national holiday requiring holiday pay?
Agency Costs
Payroll and Employment Taxes: A W2 agency typically has around 17% in payroll and employment taxes and fees.
Workers Compensation and Liability Insurance: These are essential to protect both the staff and the client.
Quality of Staff
Rate vs. Quality: Lower rates might seem appealing, but they often result in sub-par staffing. Experienced and skilled staff command higher rates, and investing in quality staff ensures successful activations.
Agency Margins: The only potential room for an agency to reduce rates is in the small percentage of profit after covering all resource costs to recruit, screen, hire, schedule, train, manage, employ, and pay the staff.
Scope and Volume
Economies of Scale: Larger projects might benefit from volume discounts or more efficient resource allocation.
Project Complexity: Complex projects requiring dedicated project teams or specialized skills may incur higher costs.
At Elevate Global, we always strive to provide cost efficiencies for our clients while offering competitive rates to both our field employees and clients. Whether it’s staffing hourly rates or project management for large-scale, complex projects, our goal is to set up a program for success, ensuring high quality and service in everything we do. We aim for a win-win for both the client and Elevate, without sacrificing quality.
Other Recommendations for Your Event Staffing RFPs/RFIs 🖊️
Many times, event staffing RFPs do not provide all the details needed for an event staffing agency to fully scope out an activation. Make sure to allow time for event staffing companies to respond with questions. The questions submitted can provide insight into the agency’s attention to detail, logistical know-how, and staffing expertise. It’s an important piece to include in any RFP.
If you want to learn more about our event services and find out how we can support your brand, get in touch today.
