Next, think about the layout and venue of your event. A sprawling venue with multiple rooms or outdoor spaces may need more staff to manage, guide guests, and ensure every area is covered. For example, if your event is in a hotel with several conference rooms being used simultaneously, you’ll need enough staff to handle queries and issues in each room as well as common areas.

The duration and timing of the event also play a significant role in determining the right amount of staffing. An event that lasts several days will require shifts of staff to cover all hours, possibly increasing the total number of staff needed. Additionally, if your event includes periods of high activity—such as meal times, keynotes, or performances—plan for extra staff during these times to manage the increased workload.

Another aspect to consider is the level of service you wish to provide. A high-end gala dinner, for instance, demands more wait staff per guest compared to a casual networking event. The desired speed of service will also impact your staffing needs. Fast, efficient service during a short event break requires more staff to prepare and serve food and drinks quickly.

It’s also important to factor in contingency staff. Unexpected situations, such as staff illness or sudden increases in event attendance, can strain your planned resources. Having a small buffer of additional staff—or a plan to quickly onboard temporary staff—can save the day.

Let’s consider some examples. For a corporate gala dinner for 200 guests, you might need around 1 server for every 10-12 guests for high-quality service, along with bartenders, chefs, coat check personnel, and security. For a tech conference with multiple sessions across different rooms, you might allocate 1-2 technical support staff per room, several registration desk personnel depending on the expected arrival flow, and additional staff for guiding attendees and managing the event space.