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How have you calculated how many staff you need for your event?

Writer's picture: Wave Staffing Editor Wave Staffing Editor




Determining the optimal ratio of event staff to guests is crucial for ensuring a smooth and successful event. While some clients may guess based on limited information or commercial constraints, professional event staffing companies like Wave Staffing use more precise methods to calculate event staffing needs.


The importance of proper staffing ratios


Proper event staffing ratios are essential for several reasons:


1. Guest satisfaction: Adequate event staffing ensures guests receive prompt and attentive service. in 2025 a positive customer experience is key!

2. Operational efficiency: The right number of staff helps events run smoothly without bottlenecks.

3. Cost-effectiveness: Overstaffing can lead to unnecessary expenses, while understaffing can result in poor service and guest dissatisfaction.


Industry standards and guidelines


While there is no one-size-fits-all approach, several hospitality / events industry standards can serve as a starting point:


- For general events: 1 server per 25-30 guests

- For sit-down dinners: 1 server per 10-12 guests

- For buffet-style events: 1 server per 40 guests

- For cocktail receptions: 1 server per 20-30 guests

- For bar service: 1 bartender per 70-100 guests


Wave Staffing's approach


Wave Staffing takes a more structured approach by using a 15:1 ratio of staff to guests, with one team leader overseeing the operation of events. This method offers several advantages:


1. Consistency: A standardised ratio ensures a reliable level of service across different events.

2. Scalability: The 15:1 ratio can be easily adjusted for events of various sizes, if required. 

3. Effective management: The inclusion of a team leader provides oversight and coordination of all events.


Factors influencing staffing ratios


When determining the appropriate event staffing ratio, consider the following factors:


1. Event type and format (e.g. party, sit-down dinner, buffet, cocktail reception)

2. Venue layout and size

3. Menu complexity and service style

4. Guest demographics and expectations

5. Event duration and timeline

6. Additional services (e.g. coat check, registration, bar service)


Calculating Event staff needs


To calculate the number of staff needed using Wave Staffing's approach:


1. Divide the total number of guests by 15 to get the number of regular staff.

2. Add one team leader to the result.


For example, for an event with 150 guests:

- Regular staff: 150 ÷ 15 = 10

- Team leader: 1

- Total staff: 11


Benefits of a structured approach


Using a structured approach like Wave Staffing's 15:1 ratio with a team leader offers several benefits:


1. Predictability: Clients can easily estimate staffing costs.

2. Quality control: The team leader ensures consistent service standards.

3. Flexibility: The ratio can be fine-tuned based on specific event requirements.



By adopting a more systematic approach to event staffing, organisers can avoid the pitfalls of guesswork and ensure their events are adequately staffed for success.


To book staff for your next event please contact Wave staffing 




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