Share this blog
The August 2024 Jumpstart Planning and Execution Workshop, hosted by Stimson Group LLC, was an event to remember; bringing together management teams, top sales producers, and financial experts from across the event production industry. With about 100 attendees, the intimate setting fosters meaningful connections and valuable conversations. Everyone left with actionable takeaways that can truly transform how they approach their businesses, such as scaling objectives while keeping overhead costs in check by utilizing event production contractors.
A key message that resonated with all attendees was the importance of breaking down silos. The idea is simple but powerful: stop treating planning, selling, and executing as separate tasks. Instead, approach each event as a collaborative process that flows seamlessly from start to finish. This message was echoed throughout the workshop and aligns perfectly with how successful event agencies approach staffing—by building a deep bench of freelance event professionals with varying expertise.
Relying on a network of skilled freelancers allows event agency owners to access specific talent, without being weighed down by overhead costs in event production during slower seasons.
Here are our six major takeaways from the workshop that could reshape how you approach your event staffing solutions.
Key Takeaways from Jumpstart
1. Build a Deep Bench of Freelancers
A standout lesson from the workshop was how critical it is to always be building your team, even when you don’t have an immediate need. The ability to pull from a deep bench of event production freelancers ensures that your agency is never left scrambling for talent during busy seasons or when last-minute roles need to be filled. Having a scalable, flexible workforce, or access to resources like Tempo, is one of the easiest ways to keep overhead costs in event production low while still being prepared for any type of event.
2. The Right People in the Right Roles
Jumpstart emphasized the importance of having the right people in the right seats. It’s not enough to just hire a skilled professional—you need to ensure they’re a good fit for your culture and have a clear understanding of their responsibilities. This clarity helps teams run more efficiently, allowing for seamless transitions from the planning phase to execution. With access to over 1,200+ highly vetted event production contractors and a process that tailors contractor selections for your event needs, you can be confident in filling roles that not only meet but exceed client expectations.
3. Simplify Event Planning Processes
One of the biggest issues that came up at Jumpstart was the complexity many agencies face when dealing with client-facing processes. From over-complicating contracts to too many internal steps, the key takeaway was: simplify. By streamlining your client interactions and event staffing solutions, you can focus more on the bigger picture. Offering package deals and cutting down unnecessary processes ensures smoother operations and a better client experience.
4. Plan for The Event Result
When it comes to scaling event production, Jumpstart attendees were reminded to always plan with the end goal in mind. Being confident in your team’s expertise and understanding what each event requires from the start ensures smoother operations and fewer last-minute issues. Confidently mapping out roles, resources, and timelines makes every event run smoother. Whether you’re working with a core team or relying on freelance event professionals, planning for success reduces fires and increases client satisfaction.
5. Relationships Over Transactions
Networking isn’t the right word for Jumpstart—it was more about building genuine relationships. The value in these kinds of intimate workshops is that they foster lasting connections with industry peers, something much more valuable than simply handing out business cards. For event agencies, building long-term partnerships with event production contractors is a vital way to ensure consistency, trust, and smooth collaboration.
6. Find Balance Between Insourcing and Outsourcing
The workshop also highlighted the importance of balancing insourcing and outsourcing. Too much overhead can hurt margins, but outsourcing without a strategy can feel unstable. Striking the right balance allows you to scale strategically, giving you flexibility and financial control without overextending your resources. Event agencies that leverage both in-house staff and event production contractors can find that sweet spot of operational efficiency.
Looking Ahead: Building on Jumpstart’s Lessons
Jumpstart Planning and Execution offered more than just practical advice; it provided a blueprint for how to overcome the challenges in today’s event production landscape. Intentional success comes from clear processes, the right people, and scalable teams.
At the heart of these insights was the importance of having flexible, expert support on hand through cost efficient in-house staffing alongside access to a well-rounded bench of event freelancers. Whether you’re planning a trade show, corporate gathering, or festival, integrating these lessons into your strategy will set you up for success when facing the challenges of scaling your agency’s event productions.
If you’re looking to implement these strategies and streamline your event staffing solutions, we can help you! With access to over 1,200 freelancers ready to support your event production needs, Tempo Live Events is here to help you scale smartly while keeping overhead costs low.
Build a reliable bench of freelance talent and create lasting industry relationships with a little help from your friends at Tempo.
Finding the right people makes all the difference! Hire a vetted event professional ready to seamlessly support your team whenever and wherever they are needed.