How to Find, Attract, and Retain Freelancers

The pandemic changed the AV and live events industry in many ways, and the freelance market took a real hit. Whole crews stepped away, experienced people decided they were done, and, for a while after, finding good labor felt nearly impossible.

‍

But Sebastian May, COO of MayCo, saw it differently. For his team, it was a reset, a chance to raise the bar and bring in fresh people ready to learn the trade properly. The talent didn’t disappear. The market just changed.

‍

In our latest expert session, Sebastian joined us to talk through what that means in practice: how to find good freelancers today, what attracts them, and what keeps them coming back.

Word of mouth is your best tool 

When it comes to attracting freelancers, platforms, open houses, and social media posts can help, but they rarely beat a direct referral from someone you already trust.

Sebastian's advice: start with the freelancers you already like working with. Ask them who they like working with, because good people tend to know other good people. From there, your roster builds itself.

‍

Tom Stimson made a similar point at a recent Jumpstart event: “If you want to find the best people, ask your freelancers who they think is better than them”.

Vet freelancers properly before putting them on a job

A resume only tells you so much. Before hiring someone for a job, Sebastian's team runs proper screening calls. These usually involve:

• Asking technical questions tailored to the role
• Getting a better feel for the gear they work with
• Understanding how they'd handle things going sideways on a job

‍

It's also a chance to get a realistic picture of where someone is in their career. Not every candidate will be ready for every role, but the right attitude can go a long way. Sebastian revealed that at MayCo they invest in training people, because helping someone grow tends to build loyalty that lasts.

Set them up for success

The way you prepare your freelancers for a job plays a big role in keeping them around. It might sound obvious, but many companies still fall short here.

‍

Before every job, make sure your freelancers have everything they need to hit the ground running:

• Send relevant documents like show books, floor plans, and call sheets
• Let them know where to park, who to check in with, and what the day looks like
• Flag any complicated setups they might run into ahead of time

‍

The key is open communication. Sebastian calls this being an "open playbook". The more informed a freelancer feels walking into a job, the better they'll perform.

‍

Platforms like Rentman’s Crew Scheduling Software make this easier. You can attach documents, schedules, and notes directly to a crew member's booking, so everything they need is in one place. 

Culture matters more than you think

Pay matters, but it's not the only thing freelancers are looking for anymore. Since the pandemic, work-life balance, clear communication, and feeling respected on the job have all moved up the priority list.

‍

The small things go a long way: showing up to job sites as a leader, buying lunch on a long day, sharing client praise directly with the crew, and being honest when things don't go as planned. These are the things that make freelancers choose you over the next company in their inbox.

‍

And when the job is done, pay them on time. Net 90 is still common in this industry, but freelancers shouldn't have to wait months to get paid. Paying quickly is one of the simplest ways to show you respect their work.

Always have a backup plan

Even with great relationships and solid communication, people cancel. A two-week gig will always beat a one-day job. For bigger jobs, MayCo overstaffs them by one or two people and keeps a deep enough roster that if someone drops out, there’s usually someone available to step in. 

‍

And if you're a freelancer reading this: if you ever have to cancel, try to bring a replacement suggestion. It's a small gesture that shows professionalism and goes a long way.

Use slow seasons to connect with your freelancers

Another way to retain freelancers is to use your slower months to stay connected with them. At MayCo, quieter periods are used to run training sessions, bring people into the warehouse to get hands-on with gear, and reconnect with the roster.

‍

Another simple idea is to organize "lunch and learn" sessions during those slower months, low-key gatherings over food that keep people engaged and sharp. It builds community and helps make sure your best freelancers aren't drifting toward companies that are more present.

‍

Want to watch the full session? The recording of How to Find, Attract & Retain freelancers is now available on YouTube.