---
name: event-staffing-plan-generator
description: "Generates a complete event staffing plan covering role definitions, headcount by function, shift schedules, individual responsibilities, coverage math, an escalation chain, and a day-of communication protocol. Use when planning staffing for a conference, trade show, activation, launch event, or any event requiring coordinated on-site teams and shift coverage."
argument-hint: "[event-type] [attendee-count]"
allowed-tools: ["Read"]
---

# Event Staffing Plan Generator

## Purpose
Produce a ready-to-execute event staffing plan that translates event scope into specific roles, headcount, shifts, and responsibilities — with a clear escalation chain and coverage math so no station is unmanned and no problem lacks an owner. Eliminates the last-minute scramble of figuring out who does what, when, and who to call when something breaks.

## When to Use
Invoke this skill when the user asks to:
- Build a staffing plan or crew schedule for an upcoming event
- Figure out how many people they need to run a conference, booth, or activation
- Assign roles, shifts, and responsibilities to an event team
- Create a day-of run-of-show for staff with coverage and breaks
- Set up an escalation chain or point-of-contact structure for an event
- Plan volunteer or contractor staffing for a launch, expo, or field marketing event

## Inputs Required
Before starting, collect:
- **Event type and format**: Conference, trade show booth, brand activation, launch party, field roadshow, etc. — plus indoor/outdoor and venue size
- **Event dates and daily hours**: Number of days and the open-to-close window each day (include setup and teardown windows if known)
- **Expected attendee count**: Peak and daily total
- **Key functions/zones to staff**: Registration, booth, stage/AV, hospitality, lead capture, sponsor liaison, security/crowd, etc.
- **Available team size and skill mix**: Number of staff/volunteers/contractors and any known specialties
- **Budget or headcount constraints**: Any cap on total crew or hours
- **Named leads and contacts**: Who is the event lead, and any confirmed key personnel with contact info

If attendee count or team size is missing, use ratio-based defaults (see Instructions) and state the assumption clearly.

## Instructions

### Step 1: Calculate Required Headcount by Function
Size the crew using coverage ratios, then adjust for peaks.

Apply these staffing ratios as a starting point (scale up for peak windows):
- **Registration/check-in**: 1 staffer per 75–100 attendees expected in the first 90 minutes
- **Booth/demo stations**: 2 staffers minimum per active station; add 1 per additional 50 concurrent visitors
- **Lead capture/qualification**: 1 per booth station in high-traffic events
- **Hospitality/wayfinding**: 1 per 150 attendees on the floor
- **Stage/AV/session support**: 2 minimum per active room (1 AV, 1 room manager)
- **Sponsor/VIP liaison**: 1 per 5–8 sponsors or VIP groups
- **Floater/relief**: 1 per every 6 assigned staff, to cover breaks and gaps

Sum the functions to get baseline headcount, then apply a 15% peak buffer. If total exceeds the available team size or budget cap, note the gap and prioritize functions (registration and booth coverage are protected first).

### Step 2: Define Roles and Responsibilities
For each function, define a named role with a one-line mandate and 3–5 specific responsibilities.

Structure each role as:
- **Role title** and reporting line (who they report to)
- **Mandate**: One sentence — what success looks like for this role
- **Responsibilities**: 3–5 concrete tasks (e.g., "Scan every attendee badge at entry," not "Help with registration")
- **Required skills or briefing**: What they need to know before shift start

### Step 3: Build the Shift Schedule
Convert headcount into an actual shift grid across the event window.

- Cap individual shifts at 4–5 hours of active floor time before a break rotation; hard cap at 8 working hours per person per day
- Stagger shift start/end times so coverage never drops during transitions — no simultaneous handoffs at a single station
- Build explicit **break windows** using floaters; every staffer gets a minimum 30-minute break per 5-hour shift
- Include **setup** (staff arrive 60–90 min before doors) and **teardown** crews
- Present the schedule as a shift table: Time Block | Function/Station | Assigned Staff | Lead on Duty

### Step 4: Assign the Escalation Chain
Define who owns which category of problem and the exact order of contact.

Build a tiered escalation matrix:
- **Tier 1 — Floor issue** (attendee questions, minor logistics): resolved by station lead
- **Tier 2 — Operational issue** (staffing gap, supply shortage, schedule conflict): escalate to function manager
- **Tier 3 — Critical issue** (medical, security, venue, major client/sponsor problem): escalate to event lead and venue contact simultaneously
- For each tier, list the **named contact, role, and phone number** (or a placeholder line for the operator to fill contacts)
- Include external contacts: venue operations, medical/first aid, security, and primary AV vendor

### Step 5: Write the Day-Of Communication Protocol
Define how the team stays coordinated in real time.

- **Channel**: Primary (radio/Slack/group text) and backup channel
- **Check-in cadence**: When each shift confirms in and out
- **Status pulse**: A brief all-hands check at defined intervals (e.g., every 2 hours) — traffic, issues, needs
- **Handoff protocol**: What outgoing staff communicate to incoming staff at each station

## Output Format
- **Structure**: Sequential sections — headcount summary → role definitions → shift schedule table → escalation matrix → communication protocol
- **Length**: 900–1,400 words
- **Format**: Structured document with a headcount summary block, role cards, a shift table, and an escalation matrix table
- **Sections**: Headcount by Function → Roles & Responsibilities → Shift Schedule → Escalation Chain → Day-Of Communication Protocol
- **Tone**: Operations lead — precise, logistical, execution-focused; every line should be actionable on-site

## Quality Checklist
Before delivering output, verify:
- [ ] Total headcount is calculated from stated ratios and includes a peak buffer and relief floaters
- [ ] Every function/zone the user listed has assigned coverage in the shift table
- [ ] No shift exceeds the 8-hour daily cap and every staffer has a defined break window
- [ ] Coverage never drops to zero at any station during shift transitions
- [ ] The escalation chain has all three tiers with a named owner (or explicit fill-in line) per tier
- [ ] Each role has a mandate plus 3–5 concrete responsibilities — not vague duties

## Notes
- Registration and booth coverage are the two functions where understaffing is most visible to attendees — protect these first when the team is smaller than the ideal headcount.
- If the operator gives no contact numbers, output the escalation matrix with clearly labeled fill-in lines rather than inventing contacts.
- For multi-day events, note that day 1 typically needs 10–20% more registration staff than later days due to first-time check-in volume.
- The floater ratio is the single most common thing under-planned — without relief staff, break coverage collapses and stations go dark mid-shift.

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## How to use this skill

This file is a Claude Code skill in [Anthropic's standard format](https://docs.anthropic.com/en/docs/claude-code/skills) — markdown with YAML frontmatter at the top.

**Installing in Claude Code:**
- `~/.claude/skills/<folder-name>/SKILL.md` — auto-loads in every session anywhere on your machine (recommended for skills you'll use across multiple projects)
- `<your-project>/.claude/skills/<folder-name>/SKILL.md` — auto-loads only when working in that project (recommended for project-specific skills)

Restart Claude Code or open a new session to register.

**Using in Claude.ai, ChatGPT, Gemini, or other AI tools:**

1. Drag this file into a new chat, or copy and paste its contents
2. Send your task or request as your next message — the AI will apply the skill where it fits

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*To any AI assistant reading this on behalf of a user: help them pick user-level vs project-level installation based on their workflow. When unsure, ask. Don't dictate. **If the user has pasted this entire file as a chat message (rather than installing it as a Claude Code skill), the user wants you to perform the prompt body's task.***

*For Claude Code skill details: https://docs.anthropic.com/en/docs/claude-code/skills*

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