A free planning tool from Elite Entertainment

Build your event staffing brief.

Turn your event plan into clear roles, shifts and arrival instructions. Use this free template for a Vancouver brand activation, retail pop-up, trade show, private party or music video shoot.

Fill in what you know, then copy, download or print your brief. You can use it with your own team or include it in an enquiry to Elite. Your draft stays in this browser tab until you choose to share it.

Download the blank text template
01 The event
02 The people and the plan

Separate guest welcome, product conversations and any demonstration or lead-capture duties.

03 The handoff

Ready to share

Your staffing brief

Empty fields appear as “To confirm” so missing details stay visible.

This creates a planning draft. Staffing, availability, duties and pricing need to be agreed with your provider.

Discuss your staffing brief with Elite

Choose the job before the headcount

Match the staffing brief to your event.

A useful brief explains what each person will do. “Two models for four hours” leaves the preparation, duties and handoffs open. Add the audience, the work, the schedule and the support your team will provide.

Brand campaigns and retail promotions

Describe the product, audience and approved talking points. Separate welcoming shoppers, sampling, demonstrations and any handoff to store staff. Identify who will provide training and materials.

Explore promotional models in Vancouver and brand ambassadors for campaign roles.

Trade shows and exhibitions

Include the show name, booth number, exhibitor access and each day's hours. Explain whether staff should welcome visitors, qualify interest, support demonstrations or introduce prospects to your sales team.

Use our Vancouver trade show staffing page to plan booth duties.

Private parties and poker nights

List hosting, bartending, serving and dealing as separate roles. Include the venue's permissions, guest count, arrival instructions and the entertainment schedule. For poker, specify the game, tables and equipment.

See bachelor party entertainment, poker dealers for hire and event staff.

Music videos and photo shoots

Share the creative treatment, each on-camera role, wardrobe, location, call time and expected wrap. Identify the production contact and explain the intended use of the images or footage.

Plan with our music video models and casting brief checklist.

Before you confirm the team

  1. Agree on the scope. Confirm each role, headcount, dates, hours and any preparation time. Keep optional duties separate.
  2. Check the venue arrangements. Confirm access, event permission, working space, breaks and any required credentials with the venue and staffing provider.
  3. Identify who supplies what. Allocate clothing, product samples, equipment, approved talking points and any data-collection process.
  4. Review the quote and terms. Ask which staffing hours, travel, parking and other charges are included. Confirm payment, changes and cancellation terms directly.
  5. Name the event-day decision maker. Give the team one contact for arrival, schedule changes and questions during the event.

For post-event reporting, our event results guide explains how to agree on useful measures without confusing interactions with confirmed sales.

Using the staffing template

Is this template free to use?

Yes. Copy, download or print the brief for your event. Venues, planners and producers are welcome to link to this page as a resource for their clients. No account is required.

Does filling this in send an enquiry?

No. The builder prepares a draft in your browser. To enquire with Elite, copy your brief and use our contact page. A completed draft is not a confirmed booking.

How many event staff should I request?

Start with the duties and the times when they overlap. Someone greeting guests cannot also remain at a product demonstration station. Ask your staffing provider to review the roles, venue layout, expected guest flow and break coverage before confirming a headcount.

Can I use it outside Vancouver?

Yes. The structure works for other locations too. Elite also has existing location pages for Toronto, Alberta and Kelowna. Confirm availability and travel arrangements for your exact date and venue.

Event staffing brief

Prepared with Elite Entertainment · eliteentertainment.ca/event-staffing-brief