Tips for Selecting the perfect amount of staffing for your event.

Next, consider the layout and venue of your event. A vast venue with separate buildings a few minutes’ walk apart, or outdoor spaces like parks or beaches, will require more staff to direct guests and manage the areas. For example, if your event is in a hotel with several conference rooms in use simultaneously, you will need plenty of staff to manage both the meeting rooms and the public areas where people move back and forth throughout the day.

The duration and timing of your event also affect staffing needs. An event spanning several days must be staffed in shifts to cover all hours, possibly increasing the total number of staff needed. Additionally, if your event has periods of peak activity, such as meal times or shows, plan for extra staff then to handle the increased workload.

Another factor to consider is the level of service you wish to offer. For instance, a first-class banquet would require more waiters per guest than a casual gathering. Service speed is also a crucial factor affecting staffing demands. Fast and efficient service, especially during short intermissions that are now common at large events, means more staff are needed to prepare and serve food/snacks for an audience of 5,000.

Consider also the need for contingency staff. Any unexpected situations, such as staff falling ill or a sudden increase in attendees, will put added strain on your facilities if there isn’t some level of preparedness. It’s wise to have a slight excess of standby staff—or at least specific plans for quickly incorporating new help if necessary.

For example, for 200 corporate dinner guests in the great hall of a manor house, you might need one server for every 10-12 people for high-quality service, plus bartenders, chefs, coat check attendants, butlers, and strong men. For a tech conference with multiple sessions in different rooms, you might need 1 or 2 technical support workers per room, depending on the equipment required, along with several registration desk staff in line with the expected flow of arrivals, and guidance staff to help visitors navigate.

As you can see, an accurate understanding of your specific event—the assignment, if you will—is key to selecting the right amount of staff. This means understanding exactly how many people will attend, where they will be, how long the event lasts, and what level of service you want to provide.

Be sure to consider every detail, from the highest points of event activity to potential problems. In this way, you can manage the service level effectively and ensure those who attend have a memorable, personalized experience.

Should you require any assistance regarding the choice of staff or catering services, please do not hesitate to contact our competent team at VNV Events.