Organizing a successful event is no small feat. Whether you’re planning a high-profile corporate conference in Doha, a product launch in Riyadh, a luxury wedding in Manama, or a large-scale exhibition in Muscat, every detail matters — from the venue layout and catering choices to branding, guest experience, and of course, staffing.
Event staff are the backbone of any event. They’re the first point of contact for guests, the ones managing logistics behind the scenes, and often the difference between a smoothly run function and a total disaster. Yet, despite their critical role, many event planners overlook the importance of hiring the right team — or worse, make costly mistakes during the hiring process that could have been easily avoided.
In this comprehensive guide, we’ll walk you through the Top 5 Mistakes to Avoid When Hiring Staff for Your Event, especially if you’re organizing events in the GCC region (Qatar, Saudi Arabia, Bahrain, and Oman)
1. Not Defining Roles Clearly—Chaos Waiting to Happen
Imagine walking into an event where no one knows who is supposed to check guests in, direct VIPs to the lounge, or manage the registration desk. You’ve hired a team, but without clear job descriptions, everyone assumes someone else is handling it — and suddenly, things spiral out of control.
Why This Happens:
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- Lack of pre-planning
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- Rushed hiring process
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- Assumption that anyone can do anything
How to Fix It:
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- Create a detailed staffing plan listing each role needed (e.g., host, waiter, hospitality attendants).
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- Assign responsibilities clearly so there’s no overlap or confusion.
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- Share this with your staffing agency or internal HR team so they can match the right people to the right jobs.
2. Skipping Background Checks and References
It’s easy to get caught up in urgency — especially during busy seasons when events seem to come back-to-back. But skipping background checks or ignoring reference calls can have serious consequences. You don’t want to find out on the morning of your event that a key team member has a history of no-shows, misconduct, or poor customer service.
Why This Happens:
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- Time constraints during last-minute hiring
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- Blind trust in agencies or internal referrals
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- Belief that experience equals reliability
How to Fix It:
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- Always perform ID verification, criminal record checks, and reference calls
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- If working with a staffing agency, ask about their vetting process, including training, certifications, and previous client feedback.
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- Consider using digital platforms that offer verified profiles and ratings.
3. Underestimating Language Barriers
Even the most skilled and professional staff will struggle if they can’t communicate effectively with guests, vendors, or other team members.Language barriers can lead to missed instructions, delays, safety issues, and poor guest experiences — especially at events with international audiences.
Why This Happens:
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- Assuming all staff speak fluent English
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- Hiring based on availability rather than skill set
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- Not assessing language requirements beforehand
How to Fix It:
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- Assess the language needs of your event ahead of time.
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- Hire multilingual staff or provide translation tools.
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- Ensure all important signage, announcements, and instructions are available in relevant languages.
4. Not Training Event Staff Before the Event
Experience doesn’t always equal readiness. Every event has its own rhythm, layout, and expectations. Sending staff into the field without proper orientation is like sending a new driver onto the highway without lessons. Even seasoned professionals benefit from a briefing that aligns them with your event’s goals and procedures.
Why This Happens:
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- Last-minute hiring
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- Lack of time or budget for training
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- Assumption that staff already know what to do
How to Fix It:
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- Conduct a pre-event briefing covering:
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- Event schedule
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- Venue layout
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- Emergency procedures
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- Guest protocols
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- Offer role-specific training where needed (e.g., guest greeting, conflict resolution, first aid).
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- Provide written guidelines or checklists for reference.
5. Not Following Up After the Event
Once the event ends, it’s tempting to move straight to the next project. But failing to debrief and gather feedback means missing out on valuable insights that could improve future events.
How did the staff perform? Were there recurring issues? What went well and what didn’t?
Why This Happens:
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- Lack of time
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- No formal evaluation system
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- Belief that the event is “done” once it ends
How to Fix It:
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- Conduct a post-event debrief with your team and staff.
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- Gather feedback from clients, guests, and vendors.
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- Document lessons learned and update your hiring criteria accordingly.
Final Thoughts
Hiring staff for your event might not be the most glamorous part of planning, but it’s one of the most crucial. The right team can elevate your event from good to unforgettable — while the wrong choices can leave you picking up the pieces afterward.
By avoiding these top 5 mistakes, you’ll set yourself up for success — and ensure your guests remember your event for all the right reasons. At The Emerald Events, we specialize in providing professional, trained, and culturally aware event staff across Oman, Saudi Arabia, Bahrain, and Qatar. From conferences and exhibitions to weddings and corporate events, we’ve got your team covered.