One of the biggest reasons that events fail is that event teams are understaffed, ill-prepared, overworked, or poorly equipped, and all of those things are in your control. Whether you’re hosting small or large events, here’s how to properly scale your staff.

Staff-to-Guest Ratios by Event Type

Overstaffing is expensive. All those extra hands will drain your profits. However, understaffing can be even more detrimental. Guests won’t get the service they need, your team will be overworked and stressed, and the event is one oversight—more attendees, bad weather, demanding clients—from disaster.

The first step, therefore, is to make sure the size of your team corresponds to the scale of the event. You can use the following to get a rough idea:

• Sit-Down Dinners: 1 server for every 3 or 4 tables.
• Cocktail Events: 1 server and 1 prepper for every 25 guests.
• Buffet Events: 1 server for every 25 guests + 1 busser for every 3 dishes
• Bartender Events: 1 bartender for every 50 guests + 1 assistant for every 2 or 3 bartenders

Equipment and Space Requirements

The ideal room size largely depends on the type of event you’re hosting, as well as the intended use of the space. Find a sweet spot that ensures attendees have plenty of space without far exceeding the minimum requirements and reducing your budget in the process.

Banquet Hall

• 10 guests = 120 sq. ft.
• 50 guests = 600 sq. ft.
• 100 guests = 1,200 sq. ft.

Conference Room

• 5 guests = 120 sq. ft.
• 15 guests = 600 sq. ft.
• 25 guests = 1,000 sq. ft.

Theater

• 10 guests = 90 sq. ft.
• 100 guests = 900 sq. ft.
• 250 guests = 2,250 sq. ft.

U-Shape Room

• 10 guests = 350 sq. ft.
• 50 guests = 1,750 sq. ft.
• 100 guests = 5,250 sq. ft.

H-Shape Room

• 10 guests = 400 sq. ft.
• 25 guests = 1,000 sq. ft.
• 50 guests = 2,000 sq. ft.

Equipment needs will vary even more, but may include:

• Audio-visual equipment: Including microphones, speakers, screens, and projectors to provide presentations or entertainment.
• Electronics: Your guests will probably want to charge their phones at some point, so think about charging cables and charging points, as well as cameras to record the event and surveillance for security purposes.
• Lighting: From basic lighting to cover every area of the space to specialized lights for presentations and ambiance.
• Seats and Tables: Guests need somewhere to sit, and no one should be expected to stand, especially if you’re serving food or drinks.
• Signage: The larger the event, the more you’ll need. Think about signage to direct attendees to the event, as well as information pertaining to food, drinks, entertainment, and anything else specific to the event.
• Safety Equipment: Fire extinguishers should be made available throughout the event, exits should be accessible and clearly signposted, and you’ll need first aid kits on hand.
• Other Supplies: Other considerations include plates, glassware, and podiums, as well as décor to personalize the space.

Communication Systems by Event Size

In addition to audio-visual equipment for your guests, your team will also need a way to communicate, especially during larger events. Cell phones provide a basic solution, but they’re also a distraction. Guests don’t want to see servers on their phones, even if they are using them to communicate with employees.

Two-way radios are a good alternative, but you can also connect all of your employees to a group chat on apps like WhatsApp and instruct them not to spend too much time on their devices.

Large events should have their own dedicated websites, social media groups/pages, or group chats. It’s a good way to keep attendees informed about changes, provide safety warnings, remind them of the event, and encourage them to communicate with one another. Social media groups or even email chains are usually sufficient for smaller events, and the former may even encourage reviews and event pictures that you can use to promote your business.

Quality Control at Scale

Quality control is often easier with smaller events, but if you scale properly, there’s no reason why you can’t maintain the same level of service when catering to hundreds of guests:

Use Qualified Professionals

With platforms like GravyWork, you can find skilled on-demand workers to cater to any event and meet any need. We have thousands of professionals on our platform, and as all of them are qualified, you know you’re getting employees who are up for the task.

Furthermore, every professional on the GravyWork platform has been vetted and is fully insured.

Provide Adequate Training

While hiring professional on-demand workers will make things easier, they still need to be trained. Guide them through the event, highlight their tasks, and make their roles very clear. Keep it simple, giving each temporary staff member a clearly defined task and showing them how to perform it to your specifications.

Get an Accurate Head Count

You likely have a good idea of how many people can attend, but it’s rare for everyone to actually show up. If you have any data on previous events, use it to calculate how many absent guests you can expect. Alternatively, create some RSVPs.

Plan Everything

Check the weather if the event is going to be held outside. Consider whether you’ll have enough space, food, and drinks. Think about the music and live entertainment. Plan every minute of the event and prepare a contingency plan so your team will know how to act if things don’t run smoothly.

Keeping Costs Low When Hosting Events

Cost is central to every event, regardless of type or scale. The cheaper you can host it, the more profit you’ll make, and provided the quality and experience don’t suffer, your guests will leave happy.

Here are some ways to keep costs down:

• Hire skilled on-demand workers: Use GravyWork to find professionals across various skill sets.
• Be realistic with your budget: Don’t sacrifice quality. Be practical. Include every expense and account for contingency plans.
• Get a sponsor: Large events may attract sponsors, and they can inject some cash into the kitty in exchange for using their branding/products throughout the event.
• Plan early: The sooner you start, the easier it will be to find cost-effective solutions.
• Use event management software: There are a range of programs that can help you to plan and host an event, including simple project management software like Slack, which makes it easier to collaborate with employees and create/assign tasks.
• Go paperless: Printing invites and promotional materials can get expensive, but guests will appreciate it if you adopt an eco-friendly alternative (emails, texts, group chats, online groups) and it’ll shave a sizeable sum off your budget.
• Catering options: If possible, switch to bar and buffet formats, as they are much cheaper than sit-down meals.

If you follow these steps and consider the sizing requirements mentioned above, you can host a successful event of any size without blowing your budget.