How Many Staff Members You Need for a Private Event

Planning a private event involves many details, and one of the most important aspects is ensuring you have the right hospitality staffing solution in place to provide excellent service to your guests.

From bartenders and servers to bussers and brand ambassadors, each event staff member plays an important role in creating a successful event.

In this guide, we'll break down how many people you should hire for your event based on guest count and team responsibilities.

If you’re looking for a streamlined approach to apply the information in this article, check out this Event Staffing Calculator.

Table of Contents

1. 1. Bartenders and Barbacks
2. 2. Servers
3. 3. Bussers
4. 4. Brand Ambassadors
5. 5. Captains
6. 6. Event Managers
7. 7. Customize Your Staffing Plan
8. 8. Conclusion

Bartenders and Barbacks

For a private event with a bar, the number of bartenders and barbacks you need depends on the number of guests and the complexity of the bar setup:

• Bartenders: A good rule of thumb is to hire 1 bartender per 50-75 guests to ensure efficient service and minimal wait times.

• Barbacks: Assign 1 barback per 100 guests to assist with stocking supplies, cleaning, and ensuring the bartenders have everything they need to serve guests smoothly.

Servers

The number of servers required for your event varies depending on the style of service:

• Buffet Style: If you are serving a buffet style dinner, it is good to have 1-2 servers per serving station.

• Plated Dinner: For a plated dinner service, aim for 1 server per 10-20 guests to ensure timely delivery of meals and attentive service. If you have multiple small tables, it is a good idea to assign one server per table at the dinner.

• Tray Pass: If you're offering tray-passed appetizers or drinks, assign 1 server per 50 guests to circulate among attendees and offer appetizers and refreshments.

Bussers

Bussers play a crucial role in maintaining a clean and organized event space. Plan for:

• One busser for every 50 guests if their sole resposibility is to clear tables, refill water glasses, and reset dining areas throughout the event.

Brand Ambassadors

If your private event includes brand activations or promotional activities, having brand ambassadors on hand is essential:

• Assign 1 brand ambassador per 100 guests to engage with attendees, promote products or services, and create a memorable brand experience.

• If your brand ambassadors are handling check in at an event, a good rule of thumb is to hire 1 brand ambassador per 50 guests.

Captains

Having a captain to oversee the staff onsite will help ensure a successful event and guest experience. Captains will also help make sure your staff is compliant with meal and rest breaks.

• Hire one captain per 5-10 team members to oversee the staff and their responsibilities.

Event Managers

If you are hosting a large event with 20+ team members, it would be useful to hire an event manager to oversee the event logistics, run of show, and staff.

• There should be 1 event manager per 20 staff members at an event.

Customize Your Staffing Plan

While these guidelines provide a general framework for staffing your private event, it's essential to consider the unique characteristics and requirements of your event:

• Event Size: Adjust the number of staff members based on the size of your guest list to ensure adequate coverage and excellent service.

• Event Style: Consider the flow and format of your event (e.g., cocktail reception, sit-down dinner) to determine the most effective staffing approach.

• Event Duration: Factor in the duration of your event when planning staffing schedules to ensure staff members are fresh and attentive throughout the entire event.

Conclusion

Determining how many staff members you need for a private event requires careful consideration of various factors, including the number of guests, service style, and event logistics. By following these guidelines and customizing your staffing plan to meet the specific needs of your event, you can ensure that every aspect of your event runs smoothly and that your guests receive exceptional service from start to finish.

Looking to hire a team for your next event?

Sourcing the best team for your event can be hard, but we can help here at Elevate LA.

Let us know when your next event is so we can help curate your team.