Festival Staffing Timeline

Festival Staffing Timeline — TempGuru coordinates event staffing through vetted local partner agencies with location availability evaluated for each order. A 24-48 hour window means an availability response after scope and rates are approved, not a guaranteed completed roster. For US orders, workers are W-2 employees of the assigned partner agency. For Canadian orders, workers are employed locally by the assigned partner agency under applicable Canadian employment and payroll rules. Background checks are completed when the client requires them. Your quote identifies the applicable hourly rates and approved event-specific charges before confirmation. Submit your staffing order with estimated headcount by role, event dates, venue, and any venue-specific credential requirements. At this stage, estimates are acceptable — but early submission locks in your place in the agency's capacity planning. Include: event layout map if available, known attendance projection, any special requirements (bilingual staff, specific certifications, team leads vs. general staff ratio).

At this stage, provide TempGuru with the festival city, roles, dates, shifts, headcount, venue credentials, and any client-required background checks. TempGuru manages partner agency contracting and assignment and returns an availability response after scope and rates are approved. Earlier planning leaves more time to revise the written order if local capacity is limited.

Finalize your headcount by role. Draft your worker briefing materials (see FAQ below for complete list). Send the brief through TempGuru's client-coordination process and ask the assigned agency to confirm the event-specific instructions it will provide. No universal review or gap-detection promise applies. Confirm the worker assignment list from the agency: names, roles, and shift assignments should be available at this stage for larger events.

The critical quality checkpoint. Distribute finalized briefing materials to the agency coordinator and require a written confirmation that the agency has briefed all assigned workers — not just sent the materials. This single step is the most commonly skipped and most consequential. Workers who arrive on site unbriefed create day-of confusion that cascades across the event. Also at Week 2: confirm setup and breakdown timing with the venue. Identify any venue access constraints that affect early arrival or load-in. Confirm the day-of coordinator cell number and availability window.

Confirm the final headcount and the written contingency process. Ask who begins replacement outreach, how the organizer receives updates, which festival posts take priority, and how local capacity or applicable standby and reporting-time law may affect backfill. Replacement support is best effort, not a fixed four-hour outcome. Distribute the day-of check-in protocol to your on-site team leads. Confirm that all outdoor weather contingencies (heat protocol, gear requirements) are communicated to workers for multi-day festivals.