Promotional staff in Copenhagen: planning a clear event brief

Promotional staff help visitors understand what is happening and how to take part. At a launch, exhibition or pop-up event, that can include welcoming guests, explaining an activity, distributing samples or directing people to a product specialist.

The assignment works better when the team knows the purpose of the event and the limits of its role. This guide explains how to prepare a request for promotional work through our event staffing service.

Choose the task before the job title

“Brand ambassador” can mean several different jobs. One brief might involve greeting invited guests; another might require a product demonstration or a structured conversation at an exhibition stand.

List the actual tasks and identify which need particular experience. Explain whether staff will welcome, inform, demonstrate, replenish supplies, direct queues or pass interested visitors to your own team.

If selling, operating a system or using specialist equipment is involved, describe that clearly before the assignment is agreed. A general event staffing enquiry does not confirm every specialist capability.

Define a useful outcome

Choose a practical measure that matches the activity. You might count completed demonstrations, samples distributed or visitors handed over to the brand's own representatives. The measure should help the organiser understand the work without encouraging staff to rush or pressure guests.

For example, a small product demonstration may benefit from fewer, more complete conversations. An arrival desk may instead need a quick and accurate welcome. Share that priority with the team so people are not working toward conflicting expectations.

Staffing supports an activation; it does not guarantee sales, sign-ups or a particular return on the campaign.

Give staff a short, accurate product brief

Prepare the key facts guests need: what the product or activity is, who it is for, how to participate and where to find further information.

Include a short introduction in natural language, a few likely questions and the approved answers. Staff should know who to ask when a visitor raises something outside that brief. Avoid asking them to improvise product, health, financial or technical claims.

For samples, give clear handling instructions and any information visitors may need to check with the responsible brand contact. Provide the same material to supervisors and staff so updates do not conflict.

Design the visitor flow

Walk through the space from the guest's perspective. Decide where people first meet the team, where they wait, where the activity takes place and how they leave.

Check where supplies are stored and who replenishes them. Assign a person to notice when stock, printed material or equipment needs attention. For outdoor work, include a practical plan for weather, storage and breaks.

At a conference or exhibition, coordinate the stand activity with the wider programme. Break times may bring concentrated traffic, while sessions may be quieter. Our conference staffing page covers registration, hosts and supporting event roles.

Agree language, clothing and supervision

Describe the conversations staff will handle and the language required. If the event uses English, supply an English briefing and confirm the requested match. Other language requirements should be checked for the specific assignment.

Set clothing expectations before the day. If staff need branded garments, badges or accessories, agree sizes, provision and the handover point. Allow time for changing and briefing before guests arrive.

Name a supervisor who can answer questions and approve changes. Explain who handles complaints, unexpected media requests or visitors who need help beyond the activity. If staff use a guest list or registration tool, define the access and handover process with the organiser.

Calculate hours and costs

Include briefing, setup, activity time, breaks and the agreed closing tasks in the schedule. Do not use the public opening hours as the staffing hours without checking the work either side.

Copenhagen Staff separates staff wages, service fees, holiday pay and VAT. Normal service fees are DKK80 per staff-hour for standard roles below ten people, DKK65 for standard roles at ten or more people, and DKK95 for specialist roles. The appropriate role and any specialist requirements are confirmed for the assignment.

For illustration, four standard staff working eight hours at a DKK170 wage and DKK80 service fee would mean DKK5,440 in wages, DKK2,560 in fees and DKK680 in holiday pay. Adding DKK2,170 VAT produces a total of DKK10,850. The service fee alone is not the full cost.

Use the calculator and pricing page for the current calculation, including eligible dated offers.

Request and review the team

Send the venue, dates, shift times, tasks, role mix, language requirements and campaign brief with your staffing enquiry. Mention any systems or equipment staff would use.

After the activity, collect practical feedback from the supervisor: questions that came up, supply issues, useful briefing changes and whether the planned staffing matched visitor flow. That gives the next activation a more precise starting point.