Festival staffing guide: tips from an HR expert 

Festivals across the country - from large outdoor music events to theatre, art, and film programmes - depend on strong, reliable teams, whether permanent or temporary. Our Head of Operations shares expert tips to help festivals manage their festival staffing needs and ensure everything runs smoothly this summer. 

Jess Lee, Head of Operations at Coople, comments:  

“Organising a festival or live event is an incredible achievement that requires the support of a reliable, skilled team. Bringing in experienced temporary staff through a trusted third-party partner can give you peace of mind and help ensure everything runs smoothly. 

“At Coople, our Favourite Pools feature is especially useful for event organisers. It lets them keep track of staff who delivered outstanding service, so when it’s time to plan your next event, you can quickly reconnect with your top performers.” 
 

4 Tips for hiring and training festival staff 

1. Plan for last-minute staffing changes: While most festivals will now have arranged their staffing for summer events, be prepared to hire again in case there are any dropouts from workers who are no longer available. Be mindful of the risks of understaffing. For health and safety reasons, you should not run a festival with too few workers; lacking security staff, stewards or workers who are able to provide first aid could lead to a dangerous situation.  
2. Write clear, specific job descriptions: Provide accurate job descriptions when hiring to make sure you only get applications from workers who have the right skills and experience. If you need staff to stay on site during the festival, make this very clear in your job advertisement.  
3. Keep a talent record: Keep a record of events where workers have impressed you before, so that you can easily invite them back to join your team again at your next event. Staff that are already familiar with your processes and policies are in an ideal position to hit the ground running.  
4. Use festival staffing agencies: Support from a festival staffing agency can help take the pressure off, as they will be able to handle payroll and other aspects of administration so that you can focus on running a successful festival.  
   
   

How to manage your festival team 

Whether you're handling festival event staffing on your own or working with agencies, clear planning is key. 

• Carefully plan your shift schedules: Busy periods may require more staff, so these are the ideal times to assign your most experienced team members. They’ll help ensure your event runs safely and smoothly, while also giving newer staff an opportunity to shadow and learn on the job. 
• Balance volunteers and paid staff: Volunteers are often an essential part of any festival team, but it’s important to also include paid staff who bring specialised skills and can help manage volunteer groups. Having experienced paid staff on hand provides extra reliability and support when it’s needed most. 
• Prioritise strong management: Good managers need excellent communication skills and the ability to problem-solve quickly. Festivals can be unpredictable environments where staff must think on their feet, especially at outdoor events where weather or other unexpected factors can affect plans. 
• Plan for adequate breaks: Make sure all staff get sufficient rest, including time to enjoy the festival themselves. Festivals can be exhausting for workers, particularly for those staying onsite. Building proper breaks into shift plans helps maintain energy and morale. 
• Consider staff meals and facilities: Even if you’re providing vouchers for food vendors instead of full meals, it’s a good idea to create a designated break area where staff can eat, relax, and recharge. This space also encourages socialising, which can strengthen team spirit and keep everyone motivated. 

By planning ahead, investing in the right people, and ensuring staff feel supported, festival organisers can deliver safe, memorable experiences for everyone involved.