This is a guest blog written by Meggan Ballard Gomez – Elevate Global US’s VP of Sales in North America
During my career in event staffing, I’ve responded to thousands of RFPs ( Request for Proposal) & RFIs ( Request for Information) from brands and experiential agencies. And while every brief is different, many of the same questions come up time and again – some much more useful than others.
If you’re planning an event staffing RFP, the questions you ask can make a real difference to the responses you receive and how effectively you can compare potential partners.
Here are the questions I recommend asking, what I’d leave out, and the information worth including to help you make a well-informed decision.
Questions to ask ✅
How do you employ your staff?
W-2 or 1099? This determines whether field staff are employed by the agency or engaged as independent contractors, with implications for payroll, insurance and employment responsibilities.
Why is this important? Misclassification of employees as independent contractors can create significant legal and financial risk for agencies and their clients.
At Elevate Global, our US field staff are W-2 employees and are covered by workers’ compensation and liability insurance. When reviewing an RFP response, make sure you understand how an agency employs its staff and the protections it has in place.
How does your staffing agency screen staff?
It’s important to understand how an agency finds the right people for each role, rather than simply filling positions with whoever is available. 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, “Can you share recent examples of similar programmes you’ve staffed in our target markets, including team size, recruitment approach, results and client feedback?” 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 do you train, manage and support your staff?
Selecting an event staffing agency isn’t just about finding staff; it’s about finding the right people and giving them the training and support they need to perform.
Ask how staff are briefed, trained and managed throughout an activation. At Elevate, initiatives such as Elevating People, our training programme for field staff, help our teams develop the skills and knowledge they need to represent our clients to a high standard.
Budget Considerations 💰
Discussing budget upfront is an important part of any event staffing RFP. Rates are influenced by the people required for the role, the market, activation requirements and the wider scope of support needed. Here’s a breakdown of what to consider:
Market Rates and Adjustments
Current Market Rates: Rates vary significantly by market, role and activation requirements. In 2026, experienced brand ambassadors can typically command around $25-$35+ per hour, with specialist and leadership roles often higher.
Regional Variations: Staffing costs can vary significantly by location, so rates in markets such as New York or Los Angeles may differ from those in smaller markets.
Additional Activation Costs: Activation hours are only one part of the budget. Depending on the programme, you may also need to account for training, staff call times, set-up and breakdown, parking, travel, logistics and reporting.
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: The lowest rate doesn’t always represent the best value. Experienced, skilled staff can command higher rates, so consider the quality and suitability of the team alongside cost.
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.
Final Recommendations
Even a detailed RFP may not include everything an event staffing agency needs to accurately scope an activation. Make sure you allow time for potential staffing partners to ask questions before submitting their response.
The questions they ask can also tell you a lot about their attention to detail, understanding of logistics and ability to anticipate potential staffing challenges.
If you want to learn more about our event staffing services and how we can support your next activation, get in touch today.
Originally published July 2024. Updated August 2026 with current US staffing rates and the latest RFP recommendations.
