HR Compliance Checklist for Event Staffing Companies

Most event staffing companies don't think about HR compliance until something goes wrong. A worker files a complaint, an audit shows up, or a termination turns into a legal dispute, and suddenly you're digging through files trying to prove you did things by the book.

The problem is that "the book" keeps changing. State laws around scheduling, hiring, and terminations have evolved significantly in the past few years, and what was compliant in 2020 might not be compliant today.

This checklist is designed to help you do a quick audit of your current HR compliance status. It's not a substitute for legal counsel, but it will help you identify gaps before they become expensive problems. If you find areas where you're missing documentation or unsure about your obligations, that's a sign to dig deeper.

Documentation Checklist

These are the foundational HR documents every event staffing operation should have in place. If you're missing any of these, that's your first priority.

Do you have a current employee handbook?Your handbook should cover conduct expectations, attendance policies, communication procedures, and how you handle issues like harassment, safety concerns, and disciplinary actions. For event companies, it should also address the specifics of gig work like shift assignments, client interactions, and no-show policies.

Do you have signed employee agreements for every worker?Each worker should have a signed agreement that covers their role, compensation, schedule expectations, and employment terms. This protects both sides by documenting what was agreed to from the start.

Do you have NDAs in place for workers with access to sensitive information?Client lists, event details, pricing, and vendor relationships all have value. If workers can access this information, you should have signed non-disclosure agreements on file.

Do you have a settlement agreement template ready?You don't want to be drafting legal documents in the middle of a difficult termination. Having a template ready means you can handle separations cleanly and protect yourself from future claims.

If you're missing any of these, we put together an HR Policy PowerPack with templates you can customize for your business.

Scheduling Compliance Checklist

Employee scheduling is one of the areas where compliance requirements have changed the most in recent years, especially for companies operating in multiple states or cities.

Are you compliant with predictive scheduling laws in your jurisdictions?Several cities and states now require advance notice of schedules, premium pay for last-minute changes, and right-to-rest provisions between shifts. If you operate in places like San Francisco, New York City, Seattle, Chicago, or Oregon, you need to understand these requirements. Read our full breakdown of predictive scheduling and fair workweek laws.

Are you tracking overtime correctly?Overtime rules vary by state, and some states have daily overtime thresholds in addition to weekly ones. California, for example, requires overtime pay after 8 hours in a single day, not just after 40 hours in a week.

Are you providing required meal and rest breaks?Break requirements also vary by state and sometimes by industry. Make sure your scheduling practices account for mandatory breaks and that you're documenting when breaks are taken.

Are you maintaining accurate time records?You're required to keep records of hours worked, and those records need to be accurate. If you're still relying on paper timesheets or honor-system reporting, that's a compliance risk.

Hiring and Onboarding Checklist

The hiring process has its own set of compliance requirements, and several of these have changed in recent years.

Are you completing I-9 verification for every worker?This is federal law and there's no flexibility here. Every worker needs a completed I-9 within three days of their start date, and you need to retain those forms for the required period.

Are you compliant with ban the box laws?Many states and cities now restrict when you can ask about criminal history during the hiring process. If you're asking about convictions on your initial application, you may be violating these laws. Check out our post on ban the box compliance.

Are you avoiding prohibited salary history questions?A growing number of jurisdictions prohibit asking candidates about their previous salary or wages. If your interview process includes these questions, you need to update your practices. We covered this in detail in our post on salary history inquiries.

Are your job descriptions accurate and non-discriminatory?Job descriptions that include unnecessary requirements or language that discourages certain groups from applying can create legal exposure. Review your postings to make sure they focus on actual job requirements.

Termination and Offboarding Checklist

How you handle terminations is one of the biggest areas of legal risk for any employer, and event staffing companies often have higher turnover which means more opportunities for something to go wrong.

Do you have a documented termination process?Your process should be consistent and documented. If your handbook says you use progressive discipline, you need to actually follow that process every time.

Are you meeting final pay requirements?Final pay timelines vary significantly by state. Some states require immediate payment upon termination, others give you until the next regular payday. Know your obligations in every state where you have workers.

Are you conducting exit documentation?Having workers sign acknowledgment of their final pay, return of company property, and any post-employment obligations (like NDA reminders) protects you from disputes later.

Are you consistent in how you handle terminations?Inconsistency is what gets companies in trouble. If you terminate one worker immediately for a no-show but give another worker multiple chances, that inconsistency can be used as evidence of discrimination or unfair treatment.

Annual Review Checklist

Compliance isn't a one-time project. Laws change, your business evolves, and your policies need to keep up.

When did you last review your employee handbook?If it's been more than a year, it's time for a review. At minimum, you should be checking annually for changes in employment law that affect your policies.

Are you tracking state and local law changes?If you operate in multiple states, you need a system for tracking when laws change in each jurisdiction. This is especially important for scheduling, pay transparency, and leave requirements.

Who owns compliance internally?Someone in your organization should be responsible for staying current on employment law and flagging when policies need to be updated. If nobody owns this, things fall through the cracks.

Do you have legal counsel you can consult?For complex questions or major policy changes, having an employment attorney you can call is worth the investment. They can review your policies and flag issues before they become problems.

Download the HR Policy PowerPack

If this checklist revealed gaps in your documentation, we have a free resource that can help you get started. The HR Policy PowerPack includes templates for employee handbooks, employment agreements, NDAs, and settlement agreements, all designed for gig and event companies.

For a deeper dive into what each document should include and common mistakes to avoid, check out our guide to essential HR policies for event staffing.