You do not need a perfect brief
You can contact an event staffing agency before every detail is finished. What matters is giving enough context for the agency to understand the job, estimate the team size and ask useful follow-up questions.
A clear brief makes the quote more accurate and helps avoid the common mistake of booking too few people or choosing the wrong profiles for bar, wait staff, check-in, cloakroom or event crew.
Share the basic event information
Send the date, venue or address, expected guest count, staff start time, staff end time, event type and onsite contact. If the event is in Copenhagen, include details about access, multiple entrances, delivery zones or security procedures.
Add dress code, language requirements, break conditions and whether staff should bring anything special. For foreign companies planning events in Denmark, language and onsite decision-making are especially important details.
Describe tasks before job titles
If you already know the roles, list them: bartenders, wait staff, runners, floor staff, check-in hosts, cloakroom staff or brand ambassadors. If not, describe what needs to happen during the event.
The staffing agency can help translate tasks into roles. Should staff carry trays, clear tables, replenish glasses, scan tickets, hand out samples, guide guests or actively represent a brand? These tasks affect both staffing level and profile match.
Explain the busy moments
The event flow is often more important than the total number of hours. When do guests arrive, when does the bar open, when is food served, when do guests move between areas, and when do you expect the highest pressure?
With a realistic schedule, staffing can be shaped around the peaks. You may need more people for arrival and fewer later, or a stronger check-in team for a short conference opening than for the rest of the day.