As we’ve seen time and time again, the right temporary event staffing plays a crucial role in the success of everything from brand activations and trade shows to major festivals and sporting events. Behind the scenes of every engaging product demo, smooth registration booth, or high-energy experiential activation is a network of skilled brand ambassadors, coordinated by staffing agencies like All Aces Promotional Staffing.

So, how does someone go from clicking “apply” on a staffing website to working at a major event? Here’s a behind-the-scenes look at the process, from application to assignment.

Step 1: The Application

The journey begins with the application process. Most promotional staffing agencies, including All Aces Promotional Staffing, recruit talent through their websites and staffing platforms. Applicants typically fill out a detailed profile, which may include:

Contact information
Headshots or photos
Work experience and resume
Special skills (e.g., bilingual abilities, tech savvy, acting background)
Availability and location

Agencies like All Aces are looking for dependable, outgoing individuals with great communication skills. Experience in promotions, customer service, or hospitality is a plus but not always required. What matters most is professionalism and the ability to engage people in a brand’s message.

Step 2: The Screening Process

Once an application is submitted, the staffing agency reviews the candidate’s profile. This may include:

A video or phone interview
Reviewing references or previous event work
Assessing fit for upcoming campaigns or event types
Evaluating personality and other intangibles our experienced project managers know to look out for

Agencies are often hiring for specific client needs, so the candidate pool is curated carefully. All Aces Promotional Staffing, known for its high-quality brand ambassadors, takes pride in recruiting people who can represent both the agency and its clients professionally, and including notes on their profile so everyone is on the same page.

Step 3: Joining the Talent Pool

After approval, applicants are added to the agency’s talent roster. This doesn’t mean a person is immediately assigned to an event. It means they’re now in the running when opportunities arise that match their profile.

Staffing agencies maintain large databases of talent across cities and states to accommodate national campaigns or large-scale events. Many roles are filled within days or even hours.

Step 4: Event Matching and Casting Calls

When a client requests staffing for an event, like a beverage brand activation at a weekend festival, the agency searches their roster for suitable candidates. Factors considered include:

Location proximity
Experience level
Appearance or style (if brand-specific)
Availability on required dates
Past performance ratings and notes

Once a potential match is found, the agency reaches out via email, phone, or text to confirm interest and availability. Sometimes this involves an open casting call, where multiple candidates can express interest and submit for the role for very large, ongoing programs.

Agencies like All Aces Promotional Staffing provide staff detailed event info upfront to ensure the most complete staff process, such as:

Type of event and client
Role responsibilities
Dates, times, and compensation
Wardrobe requirements
Travel or lodging info (if applicable)

Step 5: Booking Confirmation

If a person is selected, the agency sends a booking confirmation, which often includes:

All program and training details
Event training materials (PDFs, videos, or live Zoom sessions)
Brand messaging guides or talking points
A schedule and on-site contact info
Other important notes from the client

Professionalism is crucial at this stage. Confirming quickly, reading all materials thoroughly, and asking clarifying questions are important steps to ensuring they’re ready to represent the brand properly.

Step 6: Event Day

On the day of the event, staff are expected to arrive early, prepared, dressed according to guidelines, and ready to work. Tasks might include:

Greeting attendees
Generating leads
Sampling or demonstrating products
Managing giveaways
Assisting with setup or breakdown
Gathering feedback or data

Many agencies, including All Aces, check in with staff before and during the event to ensure things are going smoothly. Professionalism, punctuality, and a great attitude are key.

Step 7: After the Event

After the event, event staff are be required to:

Submit a recap report with event highlights, customer feedback, or photos
Confirm hours worked for payroll
Provide feedback on how the event went

All Aces will:

Submit these deliverables to the client
Confirm hours
Get feedback about staff performance to notate on their profiles for the future

Reputable agencies like All Aces pay promptly and maintain transparent communication about payment timelines and expectations.

Staff who perform well and remain responsive are often prioritized for future bookings, especially those who go above and beyond to represent the client and agency well.

Why Work with All Aces Promotional Staffing?

All Aces Promotional Staffing is an award-winning Inc 5000 company that has been in the business for over 18 years. It’s known for its professionalism, clear communication, and strong relationships with both staff and clients. They staff events nationwide, from small local promotions to large conventions and experiential marketing tours across all industries.

Reach out today and find out for yourself the difference great, well vetted and trained people can make.