What is the best way to determine staffing levels for a banquet event?

1 Event size and type

The first thing you need to know is how many guests you are expecting and what kind of event it is. For example, a formal plated dinner will require more servers than a casual buffet, and a cocktail reception will need more bartenders than a tea party. You also need to consider the layout of the venue, the duration of the event, and the level of service you want to provide. A general rule of thumb is to have one server for every 10 to 15 guests, one bartender for every 50 to 75 guests, and one chef for every 25 to 50 guests.

2 Menu and equipment

The next thing you need to consider is the menu and the equipment you will use to prepare and serve the food. The complexity and variety of the dishes, the cooking methods and techniques, and the presentation and garnishing will affect the amount of staff you need in the kitchen. Similarly, the type and number of plates, glasses, cutlery, napkins, and other accessories will affect the amount of staff you need in the dining area. You also need to factor in the availability and location of the storage, refrigeration, heating, and washing facilities. A general rule of thumb is to have one kitchen assistant for every 50 to 100 guests, one dishwasher for every 100 to 200 guests, and one busser for every 20 to 40 guests.

3 Budget and quality

The last thing you need to consider is your budget and the quality of service you want to deliver. The more staff you hire, the higher your labor costs will be, but also the smoother and faster your service will be. You need to balance your financial constraints with your customer expectations and satisfaction. You also need to account for the experience and skills of your staff, the training and supervision they need, and the tips and incentives they expect. A general rule of thumb is to have a 10% to 15% buffer in your staffing levels to accommodate for any unforeseen circumstances, such as no-shows, delays, or complaints.

4 Staffing calculator

To help you estimate your staffing levels more accurately, you can use a staffing calculator tool that takes into account all the factors mentioned above. A staffing calculator can give you a range of staff numbers based on your event details, menu options, equipment needs, budget limits, and quality standards. You can then adjust the numbers according to your preferences and availability. A staffing calculator can also help you compare different scenarios and optimize your staffing efficiency and profitability.

5 Staffing schedule

Once you have determined your staffing levels, you need to create a staffing schedule that assigns roles and responsibilities to each staff member. A staffing schedule should include the following information: name, position, arrival time, departure time, break time, uniform, tasks, and contact details. A staffing schedule should also indicate the chain of command, the communication channels, and the contingency plans in case of emergencies. A staffing schedule should be clear, concise, and consistent, and it should be shared with all the staff members before the event.

6 Staffing feedback

After the event, you need to collect feedback from your staff and your guests to evaluate your staffing performance. Feedback can help you identify the strengths and weaknesses of your staff, the areas of improvement and innovation, and the best practices and lessons learned. Feedback can also help you reward and recognize your staff, motivate and retain them, and build a loyal and reliable team. Feedback can be collected through surveys, interviews, reviews, ratings, or comments.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?