Choosing with judgement
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.
Costs
We don’t publish a fixed price list because it would be false: it changes with the profile, languages, hours and number of days. Instead we publish the items that make up any serious quote, so you can compare different offers at equal content.
It’s the visible item, but rarely more than two thirds of the real cost. It varies with the profile, the language and the daily hours.
Engagement, mandatory notifications and accident cover. If you hire directly this part stays on you — in money and in admin time.
Interviews, checks and reserves identified upfront. It’s the cost you buy so you’re not left uncovered on the morning of the event.
An operational briefing and an on-site team leader. Below four people it can be skipped; above, dropping it shifts the coordination onto your internal contact.
Overtime beyond agreed hours, evening and holiday surcharges, out-of-area travel, branded uniforms. They must be in writing beforehand, not discovered on the invoice.
Compare the cost per person and per effective day, not the total. Then check three things: who employs the staff, who covers the absence and what happens if the event runs over. If the answers aren’t written down, the price difference you see isn’t a real difference.
Direct answers
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.
Keep exploring
You get a document with profiles, hours, daily cost and a fixed total. Comparable line by line with any other offer.