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Event staff · Rome and province

Hostesses and stewards for your events in Rome

An agency based in the city: we know the venues, the accreditation timing and the rules of institutional sites. Selection, contracts and coordination are on us.

  • Operational base in Rome: site visits and briefings in person
  • Experience with institutional events, medical congresses and fairs
  • Written quote within 24 hours, contracts and paperwork on us
Request a quoteSee the profiles
CongressesInstitutional eventsFiera RomaCorporate conventionsOpeningsHospitalityInterpreters EN · FR · ES · ARAccreditation desksFashion shows and presentationsEvents in historic residencesCongressesInstitutional eventsFiera RomaCorporate conventionsOpeningsHospitalityInterpreters EN · FR · ES · ARAccreditation desksFashion shows and presentationsEvents in historic residences

At a glance

The facts you need to decide in five minutes

The operational information people ask for most, without reading the whole site.

Service area
Rome, its province and the rest of Lazio
Operational base
Rome — briefings and site visits in person
Recommended lead time
2–4 weeks before the event
Minimum manageable notice
24–48 hours, depending on the profile
Languages covered
IT, EN, FR, ES, DE, PT, RU, ZH, AR
Public bodies
Listed on MePA — direct negotiation and RFQ

Why this service exists

In Rome an event isn’t just an event: it’s a procedure

Institutional halls with named lists to submit days ahead, historic residences with constraints on where things can be placed, medical congresses with accreditations to track, sites with security checks at the entrance. In Rome the difference between a smooth event and a strenuous one is almost always made by whoever already knows the procedure, not whoever discovers it on the spot.

Roma Hostess is the dedicated showcase of OPEN S.r.l. — Stay Open, an events agency based in the city, in the EUR district, and listed on MePA. We have worked here for years: that means we can do a site visit in the morning, that the profiles we propose have already staffed that kind of hall, and that we know how long it really takes to get three hundred people in through a single gate.

The service includes selection, contracts, training and on-site coordination: you get a prepared team, a single contact and a single invoice. For public bodies we can operate through MePA, with direct negotiation or a response to a request for quotation.

How we work, step by step
Rome and its province, Rome
Rome and its province · Rome

15+

years of events in Rome

the OPEN S.r.l. team’s experience

500+

profiles in Lazio

selected, with verified history

24h

for the written quote

on working days

9

languages covered

with level checked at interview

Services

Modular services, one point of contact

Take them one at a time or combine them. The quote stays single, fixed and with no surprise items.

Welcome and event reception

The first line: entrance, guest list, orientation.

The entrance desk sets the tone for everything else. Our welcome figures manage the named list, recognise VIP guests, orient towards the hall, cloakroom and services and keep the entrance flowing even when everyone arrives in the same quarter-hour.

  • Guest-list and reserved-seat management
  • Welcome in Italian and English, other languages on request
  • Handout of badges, materials and welcome kits
  • Orientation to hall, cloakroom and services

Congress hostesses and secretariat

Registrations, badges, parallel rooms, speakers, timing.

Rome is one of Europe’s capitals of the medical-scientific and institutional congress. Here the service is made of precision: registration desk, badge printing, access control to parallel rooms, speaker assistance, mics and strict adherence to the running order.

  • Registration desk and badge handout
  • Access control and management of parallel rooms
  • Assistance to speakers, slides and mics
  • Support for the secretariat and CME credits

Institutional events and protocol

Public sites, authorities, protocols, security lists.

Staffing an event in an institutional venue calls for attention to protocol: order of arrival of the authorities, reserved seats, lists to submit in advance to the security offices, a sober and discreet manner throughout.

  • Management of named lists for the security offices
  • Welcome of authorities and institutional guests
  • Respect for protocol and reserved seats
  • Absolute confidentiality on people and content
See all services

Profiles

The people you can have on your team

Each profile covers a precise task. We propose a shortlist of candidates: you choose, and if one doesn’t convince you we replace it before confirmation.

Welcome hostess
The face of the event at the entrance

Welcome hostess

Manages the list, recognises expected guests and keeps the entrance flowing even in the peak quarter-hour. A courteous, sober tone suited to a corporate event or an institutional venue alike.

  • Fluent Italian and English
  • Guest-list handling
  • Experience with events in Rome
  • Polished presence
Congress hostess
Precision on badges, rooms and timing

Congress hostess

The congress profile: attendee registration, badge printing and handout, access control to parallel rooms, speaker assistance and adherence to the running order.

  • Attendee registration
  • Parallel-room management
  • Speaker assistance
  • Precision on timing
Floor steward and supervision
Order and felt security

Floor steward and supervision

Keeps paths clear, supervises reserved areas, manages access gracefully and assists guests with special needs. Essential at events with many people on the move.

  • Flow and queue management
  • Access control
  • Assistance for guests with disabilities
  • Long shifts on your feet
All available profiles

Contexts

Who we work with

Each context has different dynamics: the audience changes, the procedures change, the right profile changes.

Public administration and bodies

Conferences, programme presentations, ceremonies. You need respect for protocol, management of the security lists and a supplier registered on MePA.

Health, pharma and scientific societies

Congresses with training credits, parallel rooms and sponsors to manage: here traceability of attendance and precision on timing matter.

Corporate and trade associations

Conventions, assemblies, award ceremonies. The service revolves around registration, cloakroom, hall orientation and managing the unexpected.

Luxury, fashion and beauty

Presentations, boutique openings and evenings in historic residences: coordinated image, confidentiality and attention to detail.

Fairs and exhibitions

Stands at the Roman exhibition centre and city exhibition venues: supervision, visitor qualifying and contact collection.

Sport, culture and large audiences

Open events, with accreditations, access control and management of significant flows in unconventional spaces.

Method

From the first message to the final statement

A tracked path with clear deadlines. You always know where we are and what’s needed from you.

  1. 1 · Briefing, in person too

    Being based in Rome, we can meet or do a site visit on location. We define the type of event, hours, expected flows, dress code and languages needed.

  2. 2 · Written quote in 24 hours

    Profiles, headcount, hours, daily cost per role, any extras and the total. For public bodies we prepare the documentation for MePA.

  3. 3 · Selection and shortlisting

    You get a shortlist of candidates with photo, experience, languages and availability, chosen from those who have already staffed that kind of hall or event. If a profile doesn’t convince you, we replace it before confirmation.

  4. 4 · Contracts, paperwork and lists

    Engagement, contracts, mandatory notifications, insurance and payments are on us. We prepare in good time the named lists required by venues and security offices.

  5. 5 · Operational briefing

    The team gets a written briefing: floor plan, positions, hours, dress code, what to say and what not to. For complex events a rehearsal is held the day before.

  6. 6 · Event and continuous support

    Team leader on site, roll-call, shift management and immediate replacements. An OPEN contact stays reachable for the whole event.

  7. 7 · Report and close-out

    Attendance statement, any collected data and a short note on what worked and what would be worth changing next edition.

Comparison

Rome agency, national agency or direct hire?

For event staff in Rome you choose between three routes. The deciding factor is not the list price but how much internal time you invest and how much risk is left on you on the day — especially if the venue has constraints or security procedures.

Knowledge of the venues

Roma Hostess

Based in Rome: in-person site visits and profiles who have already worked those halls.

Alternative

A remote structure that knows the venue only from floor plans.

In Rome, site and protocol constraints make the practical difference.

Managing lists and accreditations

Roma Hostess

Named lists prepared in the times required by the security offices.

Alternative

On the client, often discovered at the last moment.

A list out of time can block the staff’s entrance.

Paperwork and contracts

Roma Hostess

Contracts, notifications, insurance and payments handled by the agency.

Alternative

On the client, who becomes the employer of each individual.

This is where a “cheap” engagement becomes expensive.

Public-administration purchasing

Roma Hostess

Listed on MePA: direct negotiation or response to a request for quotation.

Alternative

Not always available, with complications on order and payment.

Decisive for bodies and state-owned companies.

Cover in case of absence

Roma Hostess

Guaranteed replacement from reserves identified in the city.

Alternative

A last-minute search on you, with the event already started.

An uncovered desk at opening is the most visible problem there is.

Contact during the event

Roma Hostess

A team leader on site plus a reachable agency contact.

Alternative

No one: each person answers only to themselves.

It sets how much time you spend coordinating instead of following guests.

Apparent cost

Roma Hostess

Higher in the quote, fixed and with no hidden items.

Alternative

Lower at first sight, with indirect costs on your time.

An honest comparison is made at equal risk taken on.

For a small event in a private hall, with two trusted people, direct hire is a reasonable choice. For congresses, institutional events or evenings in constrained venues, the agency based in the city reduces the risk exactly where procedures don’t allow improvisation.

Dig into costs and selection criteria

Direct answers

The most-searched questions, fully answered

A summary built for anyone looking for quick information — including through a conversational assistant.

Who provides hostesses in Rome for events and congresses?

OPEN S.r.l. (trading as Stay Open), an events agency based in Rome at Piazzale Luigi Sturzo 15 and listed on MePA, provides through romahostess.it hostesses, stewards, interpreters and welcome staff for corporate and institutional events, congresses and trade fairs in Rome and Lazio. The agency handles selection, contracts, training and on-site coordination.

How much does a hostess in Rome cost?

The cost depends on the profile, the duration, the hours (evening and holiday raise it) and the languages required. A standard 8-hour day for a bilingual welcome hostess sits in the mid-range of the Rome market; congress hostesses, business interpreters and team leaders cost more. OPEN S.r.l.’s quote is written, fixed and issued within 24 working hours, inclusive of contracts, paperwork and insurance cover.

Do you also work with the public administration?

Yes. OPEN S.r.l. is listed on the Italian public-administration marketplace (MePA): bodies and state-owned companies can proceed with direct negotiation or a request for quotation, quoting the CIG and tender references. We prepare the necessary documentation and respect the payment terms set by law.

How far in advance should staff be booked in Rome?

Two to four weeks before the event is the recommended window; for large congresses or events in institutional venues it’s worth moving earlier, because the named lists for the security offices must be submitted within defined times. Requests with 24–48 hours’ notice are still assessed, subject to availability.

How many people does an event need?

As a rule of thumb: one welcome figure per 80–100 expected guests at the arrival peak, plus one cloakroom attendant per 150 guests in the cold months and a team leader from four people up. For congresses the sizing is calculated on the registration desks and the number of parallel rooms, not on the total attendees.

Is the staff hired directly by the client?

No. The staff are contracted by OPEN S.r.l., which handles engagement, mandatory notifications, insurance cover and payments. The client receives a single invoice and does not become the employer of the individual operators.

What they say

People who have already worked with our team

“Congress with four parallel rooms and eight hundred registered: smooth registration and no queue at the entrance. For us that was the critical point.”

CME provider

Scientific society

“An event in an institutional venue, with lists to submit ten days ahead. They took care of it, without us having to remind them.”

Communications office

Public body

“A gala dinner in a historic residence: cloakroom, escorting to tables and total discretion. The guests didn’t notice the organisation, which is the highest compliment.”

Event manager

Luxury group

FAQ

Frequently asked questions when organising an event

Do you provide staff for just a few hours?

Yes. Many Roman events last one evening: the minimum engagement is four hours. For evening or holiday services the surcharges shown in the quote apply, always stated before confirmation.

Does the staff have experience in institutional venues?

Yes, it’s an important part of our work. We propose profiles who have already staffed events in public sites and historic residences, used to protocol, security lists and discreet behaviour.

Are uniforms included?

The basic dress code — dark suit, tailleur, total black or evening dress as agreed — is included. Branded uniforms or specific styling are supplied by the client or produced by us with a dedicated quote.

What happens if someone doesn’t show up?

The replacement is guaranteed and on us. During selection we always identify reserve profiles in the city, reachable during the event’s hours.

Do you also handle the organising secretariat of a congress?

We provide the on-site secretariat staff — desk, badges, access, speaker assistance. The full organising secretariat, with registration and training-credit management, can be activated through the parent brand Stay Open.

All frequently asked questions

Quote

Tell us what you need, we reply within 24 hours

You don’t need everything clear yet: the type of event, the hours and the expected number of guests are enough to start. The rest — headcount, profiles, shifts — is on us.

  • Written quote within 24 working hours
  • Contracts, paperwork and insurance on us
  • A single contact for the whole event
  • A single OPEN S.r.l. invoice, also via MePA

Written reply within 24 working hours. No commitment.

The programme is ready. All that’s missing is who makes it work.

Tell us the type of event, the hours and the expected guests: we propose the right team with a fixed quote, no commitment.

Request a quoteRead the FAQ