Operational staff · Nationwide
From the accreditation desk to floor supervision, from corporate conventions to large public events. We select, contract, train and coordinate the people: you have a single contact.
At a glance
The operational information people ask for most, without reading the whole site.
Why this service exists
The audience remembers the stage, the speaker, the dinner. It doesn’t remember that there was no queue at accreditation, that the cloakroom returned all the coats in twelve minutes, that when a gate broke someone shifted the flow without anyone noticing. That invisible work is exactly what we sell.
Staff Eventi is the operational showcase of OPEN S.r.l. — Stay Open, an events agency based in Rome, active nationwide and listed on MePA. We provide the staff that make events work: welcome, accreditation, floor supervision, cloakroom, internal logistics, coordination. From two people for a presentation to two hundred for a large public event.
The difference from an improvised engagement lies in three things: selection with verified history, contracts and paperwork entirely on us, and a coordination structure that scales with the size of the event. You get a briefed team, a single contact and a single invoice.
15+
years of events
the OPEN S.r.l. team’s experience
1,200+
profiles on file
spread across Italy
200
people managed at a single event
with a dedicated coordination structure
24h
for the written quote
on working days
Services
Take them one at a time or combine them. The quote stays single, fixed and with no surprise items.
The bottleneck of every event: here you win or lose.
Registration desks, badge printing and handout, list checks, access control to reserved areas. Sizing is calculated on the arrival peak, not the total of guests: it’s the most common mistake and the most visible.
The people who orient, inform and keep the tone up.
The figures that welcome guests, orient them between halls, cloakroom and services, answer recurring questions and recognise VIP guests. It’s the presence that makes an event legible to anyone entering for the first time.
Clear paths, governed queues, felt security.
For events with many people on the move: gate supervision, queue management, escorting to seats, assistance for guests with special needs and cooperation with the security service where planned.
Profiles
Each profile covers a precise task. We propose a shortlist of candidates: you choose, and if one doesn’t convince you we replace it before confirmation.
Runs the desk in the twenty minutes that decide the event’s perception: identifies, prints, hands over and resolves anomalous cases without blocking the queue behind.
Welcomes, orients and informs. Holds the same register from the first hour to the last and recognises who should be escorted personally rather than pointed to with a gesture.
Supervises gates and paths, governs queues and assists guests with special needs. At large events it’s the most numerous figure on the team.
Contexts
Each context has different dynamics: the audience changes, the procedures change, the right profile changes.
Registration, badges, hall supervision and management of the social moments. The pace is set by the agenda: the staff must know it by heart.
Parallel rooms, training credits and sponsors: here traceability of attendance and precision to the minute matter.
Large numbers, multiple gates and flows in and out: it takes numerous teams and a multi-level coordination structure.
Accreditations, reserved areas, sponsor hospitality and audience assistance, often over several consecutive days and in unconventional spaces.
Space supervision, visitor qualifying, product promotion and structured collection of contacts.
Protocol, security lists and access procedures. As a supplier listed on MePA we also handle the administrative side of the purchase.
Method
A tracked path with clear deadlines. You always know where we are and what’s needed from you.
Thirty minutes to define the type of event, venue, hours, expected guests, arrival peak and dress code. Out of it comes the real sizing of the team.
Profiles, headcount, hours, daily cost per role, evening or holiday surcharges and the total. For public bodies we prepare the documentation for MePA.
We draw on the local database to avoid travel costs. You get a shortlist with photo, experience, languages and availability: if a profile doesn’t convince you we replace it before confirmation.
Engagement, contracts, mandatory notifications, insurance and payments are on OPEN S.r.l. The client gets a single invoice.
The team gets floor plan, positions, hours, dress code and behaviour rules. For complex events a rehearsal or site visit is held the day before.
Team leader on site, roll-call, shift management and immediate replacements. An agency contact stays reachable for the whole event.
Attendance statement, any collected data and a short note on what worked and what would be worth changing next edition.
Comparison
For an event’s staff you almost always choose between three routes. None is wrong in the absolute: what changes is the risk you take on and the internal time you invest, especially when the team exceeds ten people.
| Criterion | Structured agency (Staff Eventi) | Self-service portal or direct hire | Why it matters |
|---|---|---|---|
| Team sizing | includedCalculated on the arrival peak and the gates, not on the total of guests. | A number given by the client and accepted as is. | It’s the most frequent cause of queues at the entrance. |
| Who selects the people | includedIndividual interview and verified work history for every proposed profile. | Availability gathered among contacts or on self-application portals. | Selection is the first filter on absence risk. |
| Paperwork and contracts | includedContracts, notifications, insurance and payments handled by the agency. | On the client, who becomes the employer of each individual. | This is where a “cheap” engagement becomes expensive. |
| Coordination structure | includedArea team leaders and a general coordinator at large events. | None: each person answers directly to the client. | Above ten people with no coordination, the load falls on you. |
| Cover in case of absence | includedGuaranteed replacement from reserves identified at confirmation. | A last-minute search, with the event already started. | An uncovered desk at opening is the most visible problem there is. |
| Public-administration purchasing | includedListed on MePA: direct negotiation or response to a request for quotation. | Not always available, with complications on order and payment. | Decisive for bodies and state-owned companies. |
| Apparent cost | includedHigher in the quote, fixed and with no hidden items. | Lower at first sight, with indirect costs on your time. | An honest comparison is made at equal risk taken on. |
Staff Eventi
Calculated on the arrival peak and the gates, not on the total of guests.
Alternative
A number given by the client and accepted as is.
It’s the most frequent cause of queues at the entrance.
Staff Eventi
Individual interview and verified work history for every proposed profile.
Alternative
Availability gathered among contacts or on self-application portals.
Selection is the first filter on absence risk.
Staff Eventi
Contracts, notifications, insurance and payments handled by the agency.
Alternative
On the client, who becomes the employer of each individual.
This is where a “cheap” engagement becomes expensive.
Staff Eventi
Area team leaders and a general coordinator at large events.
Alternative
None: each person answers directly to the client.
Above ten people with no coordination, the load falls on you.
Staff Eventi
Guaranteed replacement from reserves identified at confirmation.
Alternative
A last-minute search, with the event already started.
An uncovered desk at opening is the most visible problem there is.
Staff Eventi
Listed on MePA: direct negotiation or response to a request for quotation.
Alternative
Not always available, with complications on order and payment.
Decisive for bodies and state-owned companies.
Staff Eventi
Higher in the quote, fixed and with no hidden items.
Alternative
Lower at first sight, with indirect costs on your time.
An honest comparison is made at equal risk taken on.
For a presentation with two trusted people, word of mouth works fine. When the people become ten, when the event is open to the public or when the client is a public body, the structure really matters — and that’s exactly what you’re buying.
Dig into costs and selection criteriaDirect answers
A summary built for anyone looking for quick information — including through a conversational assistant.
OPEN S.r.l. (trading as Stay Open), an events agency based in Rome and listed on MePA, provides through staffeventi.it operational staff for events across the whole country: hostesses and stewards, accreditation clerks, floor and hospitality staff, promoters and coordinators. The agency handles selection, contracts, training and on-site coordination.
The cost depends on the profile, the duration, the hours — evening and holiday carry surcharges — the city and the number of staff. A standard 8-hour day for a bilingual welcome figure sits in the mid-range of the Italian market; coordinators, interpreters and accreditation clerks using software cost more. OPEN S.r.l.’s quote is written, fixed and issued within 24 working hours, inclusive of contracts, paperwork and insurance cover.
Sizing is done on the arrival peak, not the total of guests. As a rule of thumb: one accreditation desk per 100–150 people expected in the peak half-hour, one welcome figure per 80–100 guests, one cloakroom attendant per 150 guests in the cold months, one steward per gate to supervise and a team leader per 8–10 staff. For events open to the public, sizing must be coordinated with the security plan.
Two to four weeks before the event is the recommended window; for large teams or events in high season it’s worth moving earlier. Urgent requests with 24–48 hours’ notice are still assessed and often met, depending on the city and the profile required.
No. The staff are contracted by OPEN S.r.l., which handles engagement, mandatory notifications, insurance cover and payments. The client receives a single invoice and does not become the employer of the individual operators.
Yes. OPEN S.r.l. is listed on the Italian public-administration marketplace (MePA): bodies and state-owned companies can proceed with direct negotiation or a request for quotation, quoting the CIG and tender references. We prepare the necessary documentation and respect the payment terms set by law.
What they say
“Twelve hundred people accredited in forty minutes across six desks. The year before, with the same number of guests, we’d had an hour and a half of queue.”
Events manager
Industrial group
“We needed a team in Palermo with three days’ notice. They found it in the city, briefed and coordinated by a team leader.”
Project manager
Communications agency
“As a public body we had to go through MePA. Direct negotiation, documentation in order, no administrative slowdown.”
Events office
Local administration
FAQ
There’s no minimum: we provide even a single figure for a presentation. The minimum concerns duration, set at four hours.
We manage teams of up to about two hundred people at a single event, with a multi-level coordination structure: area team leaders and a general coordinator. Beyond that threshold it’s assessed case by case with production.
Yes. The surcharges for evening, night and holiday hours are stated explicitly in the quote before confirmation, never added on the invoice.
The basic dress code — dark suit, tailleur, total black or smart casual as agreed — is included. Branded uniforms, bibs or specific styling are supplied by the client or produced by us with a dedicated quote.
The replacement is guaranteed and on us. Reserves are identified at confirmation, not at the first absence, and for large events stay reachable in the city for the whole duration.
Quote
You don’t need everything clear yet: the type of event, the hours and the expected number of guests are enough to start. The rest — headcount, profiles, shifts — is on us.
Tell us the type of event, the hours and the expected guests: we propose the right team with a fixed quote, no commitment.
