Frequently asked questions
Costs, timing, contracts, uniforms, accreditations and replacements. If something is missing, write to us: we’ll add the answer here too.
In brief
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.
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.
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.
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.
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.
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.
In detail
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.
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.
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.
The replacement is guaranteed and on us. During selection we always identify reserve profiles in the city, reachable during the event’s hours.
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.
Yes, across Lazio and, through OPEN S.r.l., across the whole country. For events out of area we indicate any travel costs in the quote, with no surprises on the invoice.
Yes. You get a shortlist with the photo, experience and languages of each candidate; on request we arrange a meeting or an introductory video call, in particular for team leaders and interpreters.
A deposit is paid on confirmation, the balance at the end of the service with an electronic invoice from OPEN S.r.l. For public bodies we operate through MePA, with the payment terms set by law.
The scope of this service is staff. Location scouting, build, catering, press office and content production are available through Stay Open, which can follow the entire project.
The guest lists remain the property of the client: they are used only for the service, not copied and deleted at the end. All processing follows the GDPR.
Glossary
Useful even just to read other people’s quotes with more awareness.
Keep exploring
Write to info@stayopen.it or fill in the form: we reply within 24 working hours, even just for advice.