Stafr: event staffing and crew booking with a clear work record

An event staffing plan can look complete in a spreadsheet while the real position is scattered across messages. A worker’s availability has changed, an assignment is waiting for confirmation and the organiser needs to know which gaps still require attention. The people making those decisions need the same current record.

Stafr is AIC’s event staffing and crew-booking platform for events, venues, festivals and production teams. It supports availability, scheduling, bookings and assignments. Stafr is live and available now for customer demonstrations based on the staffing process an organiser needs to manage.

Connect the worker, venue and booking

Stafr’s published product model includes workers, organisations, venues and bookings. Those relationships give staffing work its context. An organiser needs to know who the assignment concerns, where the work takes place and how it relates to the wider event plan.

The Stafr project overview explains how the platform developed from the original UrbanCrew concept. Its focus is the operational coordination of event staff and crew through a cloud service, with interfaces for organisers and crew users.

In a demonstration, begin with a representative event and a small fictional crew list. Follow the connection from a worker profile to the person’s availability and the proposed booking. The aim is to understand how the record supports the staffing decisions your team makes every day.

Keep availability and assignments visible

The platform supports availability management, booking logic, scheduling and assignment workflows. These functions should be assessed together. A schedule is only useful if the organiser can see the people available for the work and identify where the plan still needs attention.

Choose an example with a straightforward assignment and one with a change. Ask to see how the organiser reviews the staffing position and how the relevant information appears to the crew user. Record the steps requiring a person and the information each role needs to proceed.

The published scope includes visibility over staffing gaps, bookings and crew engagement. A useful evaluation checks whether the team can distinguish an intended assignment from the recorded booking position. The demonstration should establish the actual statuses and behaviour in the configuration proposed for the organiser.

Assess the handover between colleagues

Events are rarely coordinated by one person throughout their preparation. A colleague covering the staffing desk needs to understand the current plan without searching through someone else’s messages. That makes handover a practical test of the product.

Ask a second organiser to open the example event and identify outstanding staffing work. They should be able to explain the relevant worker, venue, schedule and booking records using the platform as demonstrated. Note where additional explanation is needed; those gaps matter when the system is adopted across a team.

Fit the service to the event operation

Stafr is designed as a cloud-based staffing platform. The intended users, venue structure, event pattern and access requirements should shape the configuration. A single venue and a production organisation coordinating several locations may need different arrangements even when the core booking workflow is similar.

Scope any surrounding requirements explicitly. The public product description establishes staffing, availability and booking capability. If the organisation also needs payment, payroll or other external processes, ask AIC to define the available scope and required work rather than assume those functions are included in every deployment.

Evaluate a realistic staffing change

The illustrative Stafr staffing evaluation proposes a small event scenario with an availability change and an organiser handover. It sets out acceptance questions without presenting a fictional event as a customer result.

Use that approach to compare the demonstrated process with the team’s existing spreadsheet and messaging routine. Record the steps needed to create the plan, understand a change and resolve an outstanding assignment. The evaluation should include confusion and exceptions as well as the routine path.

The commercial comparison should cover licensing, setup, support and any required data or system integration. The benefit depends on the repeated coordination work the agreed configuration removes for your organisation. It should be measured against your event volumes and staffing process.

Arrange a Stafr demonstration with AIC. Bring a blank event staffing plan, the roles and venues you manage, and the changes your coordinators most often have to handle. AIC can use those details to show the relevant workflow and scope an adoption proposal.