Loading handbook article...
Enter your details and get instant access to your personal test environment for 30 days. One of our product experts will also get in touch with you shortly.
Full access to all features without restrictions
Enough time to explore all features at your own pace
Individual introduction with one of our product experts
Direct access to our support team for all your questions
Organizing event staff presents enormous challenges for organizers. Early, late, and night shifts are part of everyday life in the event industry, as large-scale events frequently require 24-hour operations. A well-thought-out workforce planning with optimal shift models is therefore crucial for the smooth execution of concerts, trade fairs, festivals, and other events. In this guide, you will learn which shift models are particularly suited for events and how you can increase the satisfaction of your event staff with intelligent shift planning.
Shift models describe various patterns of staff allocation during an event. In the event industry, shift work is indispensable, as many events extend beyond regular working hours or even span multiple days. The setup and teardown, execution, and supervision of an event frequently require continuous staffing.
At festivals, multi-day conferences, or large-scale events, it is impossible for the same staff to be on duty continuously. Therefore, working hours are divided into shifts and documented in a clear shift schedule. A shift in the event industry typically lasts eight hours but may vary depending on requirements and legal regulations.
The particular challenge with events lies in their limited timeframe and often high intensity. Unlike permanent operations such as hospitals or manufacturing facilities, event managers must plan shift models for a limited period, but with maximum efficiency and flexibility.
The choice of the right shift model depends heavily on the type, duration, and size of the event. The following models have proven particularly effective in the event industry:
For multi-day large-scale events such as festivals or sports events, a fully continuous shift model is ideal. This operates on a 24/7 schedule and requires at least three shifts of eight working hours each. Security, catering, and technical support staff must be available around the clock.
At the Southside Festival, for example, teams work in three shifts: The early shift (6 AM-2 PM) handles morning supply and support, the late shift (2 PM-10 PM) covers the main event period, while the night shift (10 PM-6 AM) ensures security and emergency readiness. eventra supports such complex planning with automated shift templates that account for all legally mandated rest periods.
For shorter events such as one-day trade fairs or corporate events, a semi-continuous shift model is often sufficient. Here, shifts are only worked during the active event period, for example from 8 AM to midnight. This typically requires two overlapping shifts.
A business conference, for example, could operate with a morning/midday shift (7 AM-3 PM) for setup and opening, and an afternoon/evening shift (2 PM-10 PM) for the main event and teardown. The one-hour overlap ensures a smooth transition and information exchange between teams.
For events with varying visitor flows and changing requirements, a flexible shift model has proven effective. This adapts to peak times and deploys more staff when demand is highest. For example, at a city festival, fewer staff may be on duty in the morning, while staffing levels are doubled in the evening during peak hours.
Even for time-limited events, the legal regulations of the Working Hours Act (ArbZG) must be observed. Particularly relevant are:
Daily working hours must generally not exceed eight hours and may only be extended to a maximum of ten hours in exceptional cases. For multi-day events with intensive work phases, precise is essential.
Rest breaks must be guaranteed: 30 minutes for 6-9 hours of working time and 45 minutes for more than 9 hours. These can be divided into 15-minute blocks, which can be particularly practical during hectic event phases.
Between shifts, employees must have an uninterrupted rest period of eleven hours. This poses a particular challenge for multi-day events with early starts and late finishes.
For night work, which is common in the event industry, special protective regulations apply. Working hours should not exceed eight hours in this case.
Event-specific collective agreements or company agreements may contain additional regulations that must be considered. eventra helps ensure compliance with these complex requirements by automatically flagging rest period violations and suggesting alternative scheduling options.
For legally compliant it is especially important to ensure proper records at multi-day events. Digital solutions help avoid typical to avoid.
A well-planned shift schedule offers significant benefits for both event organizers and event staff:
Organizers benefit from seamless coverage of all event phases, optimized resource utilization, and greater flexibility in unforeseen situations. Staffing gaps or overlaps are avoided, which reduces costs and increases service quality.
Event staff enjoy better working conditions through transparent and fair shift schedules. Predictable assignments enable a balanced work-life balance despite the unusual working hours in the event industry. By considering individual preferences, motivation and satisfaction also increase.
Creating shift schedules for large-scale events is complex and time-consuming. eventra offers a solution specifically developed for the event industry:
With our intuitive planning software, you can simulate various shift models and create the optimal plan for your event. The software automatically accounts for legal requirements, individual qualifications, and staff availability.
Particularly valuable is the ability for event staff to use the to indicate their availability and swap shifts among themselves. This increases flexibility and significantly reduces the administrative workload for event managers.
The seamless integration with also enables precise post-event cost analysis and billing. This way, you not only maintain an overview of staffing costs and deployment during the event, but can also plan better for future events.
The benefits of a for event management are particularly evident in shift planning for large teams.
For successful implementation of shift models at events, our event experts recommend:
Set up a substitute pool that you can draw on in case of short-notice absences. This is essential at multi-day events to avoid staffing shortages.
Do not schedule the most intensive tasks during night shifts. Natural performance capacity is reduced at night, which can be problematic for demanding or safety-relevant tasks.
Ensure sufficient overlap times between shifts so that smooth information exchange can take place. At events, the handover is particularly important, as situations can change quickly.
Consider the different phases of an event when planning. Setup and teardown periods often require different staffing structures than the main event itself.
Prepare shift schedules early and communicate them clearly to all parties involved. Last-minute changes should remain the exception.
Use data from past, similar events to optimize your shift planning. eventra enables a detailed analysis of previous events and provides recommendations for future staffing needs.
Depending on staffing needs, various employment models may be appropriate. In the event industry, particularly common are , , or the deployment of and common.
For large-scale events, is sometimes also an option to respond flexibly to staffing needs.
Proper workforce planning is a decisive success factor for events of any scale. With well-designed shift models, you ensure not only a smooth event execution but also satisfied employees who remain motivated and productive.
eventra supports you in mastering the complex shift planning for your events while ensuring compliance with all legal requirements. Through the digitalization and automation of these processes, you gain valuable time that you can invest in the quality of your event.
Efficient workforce management with digital solutions such as an optimized , , and a simplified rounds off the shift planning.
Security aspects such as and a well-designed should not be missing from your event planning.
This way, your next event will be a complete success not only for the visitors but also for your team.