How Many Staff Do You Really Need On-Site to Execute a 3-Day Conference?
There’s a growing discussion in our industry about how many people it really takes to run an event. We’ve seen everything from understaffed scramble-jobs to over-inflated crews, but the truth lies somewhere in the middle—and it's based on strategy, not guesswork.
Let’s break down a realistic, boots-on-the-ground example: a 3-day conference with 400 attendees, including setup, conference days, exhibitors, sponsors, and a closing gala.
This post is meant to educate, elevate expectations, and advocate for better planning and well-being—for our teams and our clients.
SETUP DAY: The Work Starts Long Before Guests Arrive
Setup day isn’t just putting out signs and name badges. Here's what actually happens:
- Set up the event office (printer, supplies, signage sorting, box organizing)
- Receive and organize exhibitor/sponsor shipments
- Finalize and organize name badge setup
- Stuff last-minute additions into delegate kits
- Run a pre-con with the venue team
- Oversee room setups and be available for AV checks
- Walk the space for signage, Wi-Fi tests, access points
- Start fielding dozens of last-minute emails from speakers, suppliers, and partners
👥 Recommended Staff:
- 2 onsite event pros (setup + strategy + troubleshooting)
- 1 remote or onsite email manager (critical—see below)
THE EMAIL MANAGER: The Unsung Hero
Every event needs one person whose only job is to monitor the event inbox. This role starts on setup day and continues through to the final afternoon of the event.
They do not leave their computer. They’re not walking the floor. Their job is to:
- Monitor incoming emails
- Respond in real time
- Locate documents
- Route questions to the right team members
- Track speaker changes and last-minute slide decks
📍Bonus: This person can be remote or in-office and is a critical buffer during chaotic periods.
DAY 1: Chaos with a Side of Coffee
Day one is always the most intense. Here’s what’s happening simultaneously:
- Early arrivals before you're set
- AV needs final presentations from speakers
- Sponsors need VIP treatment
- Speakers need sound checks and hand-holding
- Exhibitors want to move booths
- Attendees are registering in large waves
- Venue needs direction on food timing and flow
👥 Recommended Staff:
- 2 at registration
- 1 printing name badges and troubleshooting reg
- 1 handling exhibitors & sponsors
- 1 AV/tech liaison
- 1 lead/floater/troubleshooter
- 1 email manager
In the evening:
- 3 needed at reception check-in
- 1 coordinating the venue for food, signage, flow
- 2 managing transport if off-site (buses, signage, loading)
DAY 2: Maintenance and Mid-Event Management
Things settle on day 2, but your team can’t disappear.
👥 Recommended Staff:
- 2 at reg desk
- 1 AV/tech liaison
- 1 lead/floater
- 1 email manager (can start phasing out in afternoon)
This is a great day to give your team structured breaks and reset before the final push.
DAY 3: Wrapping Up and Powering Through
The morning is quiet, but the pressure ramps up for exhibitor teardown and the awards dinner.
- 1 at reg
- 1 managing exhibitors (shipping labels, trolleys, loading)
- 1 lead coordinating closing logistics
- 1 AV/tech lead
- 2 setting up awards gala: centerpieces, signage, seating changes, last-minute updates
After the gala:
- 2 for teardown and final pack-up
- All equipment and kits packed for a 5am move-out
A Note on Ethics: Stop Expecting People to Work Through the Night
This is important.
Staffing correctly isn't just about logistics—it’s about respect and responsibility. Event teams are not machines. Understaffing and expecting your team to push through with no rest is unacceptable.
Your event will suffer if your team is exhausted. We need food, hydration, and rest just like your attendees do.
If you're making budget decisions, cut florals before you cut staff. A strong, healthy team is what ensures a flawless guest experience—not a few extra table arrangements.
Final Thoughts
Proper staffing is strategic. It’s not about having warm bodies—it’s about placing the right people in the right roles so your event runs smoothly and sustainably.
Invest in enough team members to keep your event running like a well-oiled machine and treat your team like the professionals they are. Everyone wins.