Events Technology

Things You Might Need to Know When Hiring Event Staff in Asia


The ability to hire and motivate employees is a necessary quality. Without this ability, it is very difficult for the owner of any business to hire event staff in Asia and stick to long-term cooperation with the fullest commitment.

Event staff roles and responsibilities

As a rule, the assistance of event staff plays an important role in the event organisation process and is directly responsible for its success. The event staff take part in the logistical management of both corporate and public events. Their primary responsibilities include hiring other event staffing agencies or vendors, searching for venues, setting up chairs and stages for events as well as check-in kiosks, working as ushers, operating cash registers, etc. Event staff is there to make your event run smoother, not make it more difficult. That is why knowing how to hire event staff is an important issue in the Asian event industry.

Things you need to know when hiring event staff in Asia

Hiring event staff can be a stressful activity with the possibility of roadblocks along the way. To overcome them, pay attention to the things you should know before you start hiring people in Asia.


  • Know who you need.


Ranging from wine waiters and bartenders to volunteers and food-runners, you should clearly understand who you are looking for to help you run your next event.


  • Be really specific.


If you want to find what you want, sometimes you need to be really specific with your requirements, such as male, blond, Spanish speaking, etc. There should always be a way for your staffing provider to give you exactly what you need.


  • Skills are trainable but not attitude.


You shouldn’t disregard someone with a positive, can-do attitude, even if he or she doesn’t quite fit the set of required skills. These people usually end up being the best workers.


  • Everyone is different.


The best approach is to get to know your staff in advance and then evaluate their strong and weak points. So take some time getting to know then.


  • People ask questions.


Be ready to explain lots of things to your staff. Even the most experienced staff members will ask for some basic guidance when it comes to how you like things to be done.


  • Be generous.


Pay a respectable amount if you want people to know you are generous, not just loyal, cool, friendly, etc. We all need money to live, after all, and a generous wage is the best motivation to cope with difficult event staff responsibilities.


  • Treat your employees well.


When we talk about teams from Asian cultures, hospitality is in the forefront. Treat your people the way you’d like them to treat you.

Mistakes to avoid when hiring event stuff

To avoid hardship, keep in mind the possible mistakes when seeking and hiring people for running your events.

Mass selection of personnel

A mass recruitment may not be a good idea when it is necessary to select many candidates at the same time in a short amount of time. To do this not only quickly but also as efficiently as possible and even with minimal costs may cause you to pay twice as much in the end.

Inefficient external recruitment

Nowadays, the services of recruiting agencies and agents are in great demand. The use of this method of searching and selecting candidates significantly saves the personnel department of the company time. But what do you get as a result? Often recruitment companies cannot properly understand your staffing needs and correctly assess the candidate.

Other problems

When implementing a project for the search and recruitment of personnel, lots of other problems and questions arise, such as what search channels to use, whether to contact the companies that select personnel, what advertising strategy to choose, how many HR managers to connect, how much time to devote to the search, and how to calculate the budget and other resources. Make sure you understand your goals and can answer the question, “What does event staff do?” beforehand.

How to hire event staff in Asia step by step

The recruitment process is the creation of an HR reserve to hire staff for an event according to the planned positions and their requirements, both from external and internal sources. External sources include recruitment agencies, employment centers, and the company placing ads in the media advertising their need for specialists. Organisations also often offer people already working in their enterprise the opportunity to recommend their colleagues, friends and acquaintances, etc. Here’s what you need to do step by step:

  • Decide on the goals.
  • Determine the budget and requirements as well as the terms for the search and other hiring conditions.
  • Place an announcement of the official vacancy on your website, blog, social media, etc.
  • Accept applications and interview the candidates.
  • Make the final decisions on whom to hire, and follow up with those you will decline.

The solution should also include setting up the basic processes of the structures responsible for working with personnel, choosing and implementing the appropriate information program, consulting services, and comprehensive support or technical support for the period of recruitment.

Defining the necessary qualifications

The right candidate should have a certain education, knowledge background, qualifications, skills, and experience for working with event planning staff. Check out the basic requirements below:

  • Education
  • Foreign languages
  • Excellent computer skills
  • Experience in organising corporate or private events or similar experience
  • The ability to work with documentation
  • The ability to work with vendors
  • The ability to work under pressure
  • Showing initiative, creativity, etc.
  • Relevant certification
  • Other specific skills

The more they like to communicate, the better. Knowledge of other cultures and nationalities or business tourism experience (meetings, incentives, conferences, and events) is also a huge advantage.

Questions you should ask at an interview

Traditionally, the set of interview points is more or less standard. However, some companies may add something special to the list to discuss at an interview:

  • What’s your event organizing background?
  • Do you have any previous experiences in event organisation?
  • Why do you want to join our company/team?
  • What are your key strong points?
  • Why do you think you can make a valuable contribution to our team?
  • What’s your decision-making style?
  • What should staff in event management focus on?
  • How do you handle stress?
  • What areas of event management have you never been engaged in?
  • Are you able to work over weekends/during holidays/at night?
  • Are you a team player, or do you prefer to work individually?

Your questions should definitely be based on your goals so you can decide who should be a part of your team. Create a list of the core event organisation and management tasks, and then concentrate your questions on these areas accordingly.

When to start hiring staff

This includes hiring event planning staff for full-time positions as well as volunteers and other temporary workers. Start by consulting professionals or businesses in your network that hire people during the most suitable hiring period. If you want to find those perfect people, you must open up a line of communication with them as early as possible; it usually takes from one to six months, depending on your needs. 

Tips and recommendations

Once you’ve made up your mind to seek out a professional staff, you should have a plan for your perfect hiring process. Here are some helpful tips:

  • You can’t be idle while your candidates are waiting for a reply, even after receiving CVs.
  • Applicants will show their determination and interest to you as a potential employer if you have a true desire to find the perfect candidate.
  • After you receive resumes, be ready for applicants to call and clarify whether the resume has arrived and be prepared to potentially decide on when to have them come in for an interview, etc.
  • Employees with initiative are what you should strive for. 
  • Understand the regulations for hiring staff.

A pro tip:

A signed contract is crucial if you want to stay legal during the event planning process. This also reflects on your reputation as an employer.

You can also find some tips on where you can find reliable event team members.


Hiring the right employee enhances your work culture and pays you back a thousand times over. Hiring the right employee starts with a job analysis, setting goals, and setting the job requirements. Many firms develop career management programs. These programs contribute to workers of all skills, abilities, and talents to make more efficient use of their potential, and you can use our tips and tools for effective hiring.

Feel free to inquire about career opportunities and our advancement of our employees, more creative work, self-realisation, team spirit and the company culture, etc. is the leading event technology provider offering automated solutions for the MICE industry, Corporations, Government, and Education sectors. If you're up for event management automation, contact us and we'll amp up your event.

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