Frequently Asked Questions

Yes, in most cases there will be costs involved with cancelling your booking.  Please refer to our terms and conditions which you will have agreed to at time of completing your booking form.  Any cancellations will need to be emailed to our office.

Yes, if requested, we can arrange this. Once your booking is confirmed, we’ll source staff specifically for your event and share profiles of candidates who are available, interested, and matched to your requirements. This means you’re reviewing real candidates for your event, not generic example profiles.

We like to leave castings open for at least 24 hours.  Our bookings team will at this stage review applicants and send over profiles of staff who fit the brief you have supplied.  If you are not satisfied with the profiles, please speak to our bookings team and if time allows, they will review the casting and send further profiles if possible.

Yes, we can provide headshots of the staff booked for you in most circumstances, please discuss your requirements with our bookings team.

Our experienced bookings team will select staff for you that match your brief and job description unless you have requested otherwise.

Once your staffing has been confirmed and payment received, we will email over to you your staff details.

This is something you will need to discuss prior to completing your booking form.

Due to data protection and GDPR we are unable to provide you with staff email addresses.  If you have a brief that you would like to share with your staff, please email this to clients@envisagepromotions.co.uk

Our preferred payment method is via BACS transfer.  Please discuss with our Administration Team whether payment over the phone with a company credit card will be possible.  We are unable to accept personal cards, debit cards or American Express.

Please see can I pay over the phone.  In addition to this, there are many reasons you would not be able to make payment on a company credit card, these could be; (please note this list is not definitive.) 

• You have no trading history with Envisage Group
• You are an overseas client
• When completing due diligence on your accounts these do not score highly on our in house credit score system.

As standard practice, we do require payment prior to the event taking place. That said, for larger campaigns running across multiple dates, we’re very happy to review payment on an installment basis and discuss an approach that works well for both sides.

This is extremely rare, with Envisage maintaining an industry-leading 99.58% attendance rate across thousands of shifts each year.

Our bookings team actively manages every booking through detailed briefings, reconfirmation processes and regular communication with staff before each event. If you haven’t heard from your assigned staff member within an hour of the start time, please contact our team and we’ll investigate immediately. In the unlikely event of a non-attendance, we operate a 24-hour replacement service and will work quickly to source a suitable replacement where possible. If a replacement isn’t practical, we’ll work with you to find an alternative solution.

Staff are booked and briefed to arrive 15 minutes prior to the start time you have confirmed on your booking form.  If you wish for them to arrive any earlier or work later than the agreed times please discuss this with our Administration team on 0844 800 0071 prior to the event starting.

Yes, if you would like to request a particular member if staff we will certainly contact them for you as part of the casting process.  Requests of staff do not guarentee their availability, we will discuss this with you should your requested member of staff not be available.

This is dependent on the nature, length and location of the event. We always strive towards consistency, as having the same staff throughout benefits everyone, but lead time is a key factor. We find that you will receive better results if, for example, your event was to run daily over 1 month, that we have a pool of staff to work with so they can have rest days.

We would suggest the following breaks as a guideline for you…

• Staff hired up to 4 hours – No break. 
• Staff  hired up to 6 hours – 20 minute break
• Staff hired up to 8 hours – 30 minute break
• Staff hired 9 hours or more – One 30 minute break followed by one additional 10 minute break.

Please do take the time to confirm when the staff will be having their break and for how long. This saves confusion later and everyone is clear. With regards to mascot performers this will vary from the above, please discuss this with us.

Our Bookings Team will take the time to understand your brief which you will have listed on your completed booking form.  If they have any further questions, they will contact you to discuss these.  Likewise, if you wished to discuss this further our Bookings Team are would be happy to hear from you.  If you wish for the staff to review your website or literature beforehand, please let us know and we can make these arrangements.  If you have time to run over your key objectives again on the day, great. This will help your staff better understand your expectations. 

In regard to flyers, it’s always a difficult one because there are no exacts as lots of things and impact on how many are given out….

• The weather
• Footfall in the area
• Are the staff to simply give out flyers or also explain the content of the flyer?
• If there are queues of people (people at the football or a concert for example) lots can be handed out
• If the flyering staff have to search out people (town centre for example) the amount handed out is reduced
• If a client has a particular target market the amounts are reduced.

To give you an indication one person, outside/around a shop in a town centre simply giving out as many flyers as possible (not explaining the flyer) will hand out approx. 60 to 70 per hour providing there is footfall.

Staff will be briefed to wear what you have listed on the booking form.  Should this be vague, we will look at the event detail and advise the staff accordingly.  Generally, staff are briefed to wear black smart business attire or black trousers, jeans and top so all staff look uniformed, but again this is dependent on the job, location, weather and suitability.  Staff can wear t-shirts or uniform that you wish to provide, we can provide sizes for you.  Should you require staff to bring additional clothing for photo shoots, please make this known on your booking form.

Our Team Our internal team brings years of recruitment experience, having sourced and managed talent for a wide range of global brands. We know what it takes to find the right people for the right role. The Staff We Provide The talent we supply are dedicated event professionals, many of them working in the industry full time. They are highly engaging, personable, and skilled at representing your brand.

Your happiness – it is important to us that you are delighted with the staff you have hired.  So if for any reason during the event you not satisfied with their performance please contact us immediately (during the activity) so we can put this right for you. 

As we don’t have physical contact with our staff, we’re unable to receive items on their behalf and recommend avoiding direct deliveries to staff members. The simplest option is to arrange for materials to be available on the day of the booking, such as through a local collection point or handover with your team. We’re happy to discuss the best arrangement and help plan this in advance.

We understand budgets are important. Our quotes reflect more than just the staff on the day. It includes recruitment, vetting, briefing, event management, and contingency planning to ensure your event runs smoothly. We don’t reduce quotes if it means compromising on quality or reliability. However, if you’re working to a specific budget, we’d be happy to discuss ways to adjust the scope of the booking while still delivering a great service.

For most services, we operate a minimum booking length of four hours. This allows us to provide experienced, reliable staff while covering all the elements that go into a successful booking, including insurance, travel, administration, and event support. Many clients find that longer shifts offer the best value, and we’re always happy to suggest ways to make the most of the time booked.

Thanks to our nationwide database and dedicated bookings team, we can often fulfil staffing requests at short notice. However, the more notice provided, the greater the selection of available staff.

Typically, we need the event location, dates, times, number of staff required and a brief overview of the role. We can then provide a tailored quotation.

We have a nationwide network of over 12,000 of event professionals, allowing us to support everything from a single staff member to large-scale event teams across multiple locations.

Yes, we regularly provide staffing for exhibitions, visitor attractions and immersive experiences lasting weeks or even months, ensuring consistency throughout the project.

Of course, for ongoing projects and regular bookings, clients benefit from a dedicated point of contact who understands their events, brand and staffing requirements.

Envisage HQ is in the Midlands (UK)  be we provide talent all over the UK and Europe.

We don’t simply assign the first available person. Our recruitment team carefully matches staff based on the requirements of your event, considering factors such as experience, personality, location, skills and availability.

Yes. We have comprehensive Employers liability, Public liability, and Professional Indemnity. We are always happy to share these with you if you require.

Absolutely. Many of our staff are experienced in lead generation, product demonstrations, sampling, data capture and sales support, helping clients maximise return on investment from events and campaigns.

Where a role requires it, such as activities involving children or vulnerable people, we can provide DBS-checked staff and performers.

Once your booking is confirmed, our team manages the recruitment, briefing, scheduling and event preparation. You’ll receive confirmation details and remain fully updated throughout the process.

Using an agency saves time and reduces risk. We handle recruitment, vetting, briefing, scheduling, payroll and contingency planning, allowing you to focus on your event while we manage the staffing.