Frequently asked questions
Costs, timing, contracts, uniforms, accreditations and replacements. If something is missing, write to us: we’ll add the answer here too.
In brief
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.
In detail
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.
Yes. Insurance cover for the staff on duty is on OPEN S.r.l. and is included in the price stated in the quote.
No: our staff are welcome and assistance staff, not private security, which requires specific authorisations. We cooperate with the event’s security service, each staying within its own remit.
Yes. You get a shortlist with the photo, experience and languages of each candidate; on request we arrange a meeting or an introductory video call, in particular for team leaders and coordinators.
The scope of this service is staff. Event design, location scouting, build, catering, press office and content production are available through the parent brand Stay Open, which can follow the entire project.
The lists and collected data remain the property of the client: they are used only for the service and deleted at the end. Candidate and company-contact data are processed under the GDPR, solely for selection and service management.
Glossary
Useful even just to read other people’s quotes with more awareness.
Keep exploring
Write to info@stayopen.it or fill in the form: we reply within 24 working hours, even just for advice.