If you’ve been in hospitality very long, you know that planning an event can be a challenge that’s only overcome by hiring event staff.  Whether it’s a large-scale event or a smaller, more intimate event, the key to the success of that event lies in how well the event is staffed and prepped for. 

Factors To Consider

A general rule of thumb is to staff one professional per 50 guests at an event, but this number can vary based on some of the factors below.

The roles that require staff.

  • Do you need an event management team?  If so, you’ll want one staff member per 50 to 100 guests.
  • Do you need general staff available to help guests?  If so, you’ll want approximately 5 professionals per 100 guests.
  • Do you require security staff?  If so, you’ll likely require at least one security agent per 100 attendees.  However, you may require significantly more based on the complexity of the event or the level of security required.  Consider things like bag checks, metal detectors, etc. that may need staffing.
  • Do you require food staff with servers?  If so, you’ll need one server per 25 guests, one bartender per 50 guests, and a bartender’s assistant per every 100 guests.
  • Do you require registration staff?  Depending on the size of your event, your registration staff needs may vary greatly.  Generally, one staff member per 50 guests is sufficient.  You may also streamline this by offering early or online registration.

The number of guests attending.

The specific number of guests you expect to attend will directly impact how many event staff members you’ll need at the event. 

The type of guests attending.

If you’re having a VIP or luxury event, you’ll want to hire additional staff to ensure guests have the VIP type of experience they’re expecting at a luxury event.

The venue resources.

Depending on the venue, sometimes staff are included.  Be sure to ask questions to ensure you clearly understand what is and is not included with your venue, including staff.

Staff Experience.

If you’re relying on inexperienced staff, you will need to increase the number of event staff, as they will take longer to complete tasks than seasoned staff who have been running events for a long time.  This is especially true if you’re relying on volunteer staff.

Do you need help staffing your event?

These guidelines can help you calculate your staffing needs.  However, if you find yourself in need of some additional staff members, Elite Staffing is here to help. We specialize in connecting great hospitality talent to great hospitality opportunities.  Reach out today to learn more about how we can help your organization with your staffing needs.