How to Properly Staff Your Event: The Key to Seamless Service
When it comes to planning an event, whether it's a corporate function, wedding reception, or private dinner, ensuring that you have the right number of staff members is essential to its success. Proper staffing impacts everything—from food service to guest experience—and can often be the difference between a smooth, memorable occasion and one that falls flat. Unfortunately, staffing is an area many planners try to cut costs, but doing so can lead to disastrous consequences. Here’s a breakdown of how to properly staff various types of events and why investing in the right amount of service is crucial.
1. Buffet-Style Service: Buffet Attendants vs. Self-Serve Buffets
Buffet-style events are popular because they offer variety and ease for guests. However, when deciding between a self-serve buffet and using buffet attendants, it's important to weigh the pros and cons.
Self-Serve Buffets: Guests serve themselves, which can reduce the number of staff needed. However, self-serve buffets can lead to longer wait times, food waste, and a less organized experience.
Pros: Lower staffing costs, guests have control over portions.
Cons: Less control over presentation, potential for longer lines, food may run out quicker or not be properly monitored.
Buffet Attendants: Having attendants behind the buffet ensures portion control, keeps the food looking fresh, and allows for smoother service overall.
Pros: More efficient food distribution, cleaner presentation, ensures food lasts.
Cons: Requires additional staff, slightly higher costs.
Recommendation: A self-serve buffet may work for casual events, but for more formal or larger gatherings, having at least one buffet attendant per station can elevate the overall experience and prevent unnecessary delays.
2. Passed Hors d'Oeuvres
For cocktail hours or upscale events, passed hors d’oeuvres are a great way to keep guests engaged while mingling. However, this style of service requires adequate staff. A rule of thumb is to have one server for every 25 guests to ensure everyone gets a taste of the offerings.
Why it matters: Skimping on servers for passed hors d'oeuvres means your guests might not get to sample the food. Uneven distribution can lead to disappointment and wasted food.
3. Seated Dinner
Seated dinners are the most labor-intensive type of meal service, requiring more servers and kitchen staff than buffet-style or passed hors d'oeuvres. For a smooth seated dinner, plan for one server for every 10 guests, plus kitchen staff to ensure timely plating and service.
Why it matters: Cutting down on servers for a seated dinner often results in cold food, long wait times, and a negative overall guest experience. This is not the time to reduce staffing costs.
4. Wedding Receptions
Weddings typically combine multiple service styles, from passed hors d'oeuvres during cocktail hour to seated meals or buffets during the reception. Beyond just food, you’ll also need to consider staff for bartending, bussing tables, and possibly even action stations where chefs prepare food in front of guests. You should account for bartenders based on the number of guests and whether you'll have a full bar or limited bar service.
For a wedding reception, plan for:
1 bartender for every 50 guests if offering a full bar.
1 bartender for every 75 guests for a limited bar (beer, wine, and a few cocktails).
Why it matters: Weddings are emotional and often the most important event in a couple's life. Don’t risk their big day by skimping on staff; you want service to be smooth and efficient, so the focus remains on the celebration, not the logistics.
5. Action Stations
If your event includes action stations—such as a carving station, pasta bar, or made-to-order tacos—you will need to hire chefs or attendants to manage these. For every 50 to 75 guests, one attendant or chef is typically required per station to keep things running smoothly.
Why it matters: Action stations add flair to your event and create a memorable experience for guests, but they need the right staffing to avoid long lines and frustrated attendees.
6. Full Bar vs. Limited Bar
A full bar offers a variety of spirits, cocktails, beer, and wine. As mentioned, plan for 1 bartender for every 50 guests to ensure service is swift and guests aren’t waiting long for their drinks.
A limited bar (offering just beer, wine, and perhaps a signature cocktail) can operate with fewer bartenders, typically 1 bartender for every 75 guests.
Recommendation: For events lasting over four hours or with high alcohol consumption, it’s always better to err on the side of having more bartenders. This will reduce wait times and keep the event flowing smoothly.
Why Staffing is Not the Place to Cut Costs
It may seem tempting to cut back on staff to save money, but this is often a short-sighted decision. Inadequate staffing can lead to poor service, long waits, food running out, and frustrated guests—all of which can overshadow the success of your event. The reality is, quality staffing plays a crucial role in making your event seamless, ensuring your guests enjoy themselves, and keeping the schedule on track.
By skimping on staff, you may end up paying more in the long run due to unhappy clients or guests, food waste, and even rushed or poor service. Investing in the right number of skilled professionals allows you to maintain high standards and focus on what truly matters: the enjoyment of your guests.
Use Our Staffing Calculator
To take the guesswork out of staffing your event, we’ve developed a comprehensive Staffing Calculator. It’s designed to help you determine exactly how many servers, bartenders, kitchen staff, and other essential personnel you’ll need for your event, based on your specific requirements.
Click here to try our Staffing Calculator now and ensure your event is properly staffed for success!
By investing in the right number of staff members, you’ll guarantee that your guests have an unforgettable experience. Whether it’s buffet service, passed hors d'oeuvres, a seated dinner, or managing a full bar, the key is proper staffing. And when you’re unsure about how much staff you need, our calculator is just a click away!
