The Risks of Building Your Own Event Staffing Software

Many businesses are tempted to build their own event staffing software, drawn by the promise of a perfectly tailored solution. However, the reality often involves significant, unforeseen risks that can derail your operations and drain your resources. Here’s why creating your own software might be a riskier gamble than you think.

1. Unpredictable Long-Term Costs

The initial build is just the beginning. While the upfront cost of a Software as a Service (SaaS) solution might seem higher, the long-term expenses of an in-house system often far exceed initial estimates. In fact, some analyses suggest that custom development projects can be 45–55% more expensive than commercial solutions over time.

Beyond development, companies face:

• Staffing Costs – Paying full salaries and benefits for developers, even during slow periods.

• Infrastructure Costs – Procuring and maintaining servers, databases, and licenses.

• Ongoing Maintenance – Bug fixes, security patches, and software updates.

• Costly Rewrites – When technology becomes obsolete, complete rebuilds are often unavoidable.

We’ve seen companies underestimate these expenses, only to face cumulative costs that spiral out of control, making what seemed like a cheaper option incredibly expensive in the long run.

2. Talent Dependency & HR Burden

Your software is only as stable as the team behind it. In-house systems become dependent on the developers who wrote the code, creating a single point of failure if key staff leave.

Consider that 72% of developers plan to change jobs within 12 months (Revelo, 2024). Recruiting and retaining such talent is difficult — and managing a dedicated tech team diverts time and resources from your core business.

We’ve encountered companies where the entire platform relied on a single programmer. When that person left, the business faced months of expensive recovery projects.

3. Scalability and Performance Bottlenecks

Can your system grow with your business? SaaS providers design their platforms for scalability from day one, built to handle high user loads and fluctuating demand.

An internal solution may work at first but often struggles as operations expand. During peak event seasons, systems can buckle under the pressure, causing outages at the worst possible time. Fixing these issues usually requires a complex and costly re-architecture — exactly when your business can least afford downtime.

4. Security & Compliance Risks

Maintaining security and compliance is a full-time responsibility. Unlike SaaS providers with dedicated security teams, an internal team must keep up with evolving threats and complex regulations. Failure to comply with standards like GDPR and HIPAA can lead to severe data breaches, substantial fines, and reputational damage.

5. Innovation Lag & Feature Gaps

Technology evolves fast. SaaS providers continuously roll out new features, informed by feedback from hundreds of clients. In contrast, in-house teams often lack the resources to keep pace.

This creates technological debt: your software becomes harder and more expensive to maintain, while competitors using modern tools gain a clear advantage. Furthermore, there is a key question of what to do with a dedicated development team after the initial project is complete.

The Smarter Choice: Partnering with a Specialized SaaS Provider

Given these risks, partnering with a specialized event staffing software provider like OnSinch isn’t just a convenience — it’s a strategic business decision. You gain:

• Predictable Costs – Transparent subscription pricing with no hidden maintenance fees.

• Dedicated Expertise – Access to experienced developers, security experts, and support staff.

• Built-in Scalability – Platforms designed to handle growth effortlessly.

• Robust Security – Compliance with the latest standards and best practices.

• Continuous Innovation – Regular updates and new features, keeping you competitive.

Ready to See the Difference?

Before embarking on the risky and costly journey of building your own event staffing software, consider the long-term implications. Often, the smarter choice is to rely on a proven, specialized solution.

👉 Book a free demo to discuss all your software needs with our team.