George Boyle
Planning a wedding can be an overwhelming experience, with many different factors to consider. One of the most important aspects is ensuring that you have enough staff to cater to your guests' needs. The number of staff you require will depend on various elements, such as the number of guests, the type of food and drink being served, and the level of service you wish to provide.
| Characteristics | Values |
|---|---|
| Number of staff for a buffet | 1 per 2 tables, with an extra half person |
| Number of staff for a plated dinner | 1 per 25-30 guests |
| Number of bartenders | 1 for 50-75 guests, 2 for 100 guests |
| Number of barbacks | 1 barback per 50 guests |
| Number of staff for hors d'oeuvres | 1 in the kitchen and 1 server per 25 guests |
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What You'll Learn
Staffing for cocktail hour
A cocktail hour is a transitional period between the wedding ceremony and reception, where guests can relax, socialise, and enjoy food and drinks. It is important to keep guests entertained during this time.
To ensure a successful cocktail hour, you should provide a variety of bite-sized, flavourful canapes and nibbles, such as smoked salmon blinis, mini quiches, and arancini. You should also offer a range of drinks, including beer and wine, and perhaps a signature cocktail. It is common for couples to provide a free signature cocktail at a cash bar.
The number of staff you will need for your cocktail hour will depend on the number of guests and the type of food and drink being served. If you are serving hors d'oeuvres, you will need at least one person to prep in the kitchen and one server per 25 guests. For a buffet, you will need runners to restock empty trays, refill plates, and monitor dishes. A general rule is to have one server per two tables, with an extra half person. For example, for a group of 100 people, a caterer suggested eight staff members, including herself. If you are serving alcohol, you will need one bartender or mixologist and one barback per 50 guests. If you are serving complicated cocktails, you will need to hire a mixologist. For events with six or more staff, it is recommended to have a captain to act as a staff manager.
In addition to the food and drinks service, you may also need staff to bus tables, take out the trash, and cut and serve the cake. It is important to check with your venue, as some may have restrictions or in-house staff, which could impact your options and budget.
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Dinner service
The number of staff you will need for your wedding dinner service depends on several factors, including the number of guests, the type of meal being served, the complexity of the menu, and the level of service you wish to provide.
For a plated dinner with passed wine service, a standard ratio is 1 server per 25 guests. This can increase depending on the complexity of the menu, the number of courses, and any special dietary needs. For example, if you are offering a choice of entrees, the wait staff will need to take orders prior to bringing the meal. If there are special dietary requirements, you may need additional food preparation and adjustments to the quantity of different menu items.
For a buffet-style dinner, you will need fewer servers as guests serve themselves. A good rule of thumb is 1 server per 30-40 guests to manage the buffet line, replenish food, and handle other tasks. However, if you plan to service guests directly from the buffet, you will need extra staff to maintain the equipment, with 1 server for every 3 chafing dishes.
In addition to servers, you will also need bartenders or mixologists and barbacks. A general guideline is to have 1 bartender or mixologist and 1 barback per 50 guests. If you are serving pre-dinner drinks and cocktails, you may need additional staff to ensure smooth service and avoid long lines.
Don't forget to consider the support staff you will need, such as bussers to remove plates and clear tables, and ensure that you have a detailed timeline for the reception so you know when staff will need to be active.
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Bar service
The number of bar staff you will need for your wedding depends on several factors, including the number of guests, the type of drinks being served, the drinking habits of your guests, and the complexity of your wedding itinerary.
If you are serving only beer and wine, two bartenders should be sufficient for a guest list of up to 150 people. However, if you are planning on serving mixed drinks or shots, you may need to increase the ratio to one bartender for every 20 to 35 guests. The more complex the drinks, the more time it will take to serve each guest.
For a wedding with 100 guests, it is recommended to have two bartenders to ensure a smooth bar service. This will allow your guests to be served promptly, especially if there is a rush for drinks after the ceremony. If you have a larger number of guests, consider adding a third bartender or a barback to assist with setup, restocking, and serving during busy periods.
To keep your bar service running efficiently, it is essential to have an efficiently set-up bar with enough glassware, equipment, and staff. A limited bar menu with signature drinks can also help streamline the drink-serving process and reduce lines. Displaying a bar menu with the available drinks can help guests decide faster and keep the line moving.
Additionally, consider having separate water stations from the bar to prevent lines from forming for those who are not drinking alcoholic beverages.
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Clearing tables
The number of staff required to clear tables at a wedding will depend on the number of guests, the type of meal being served, and the level of service expected.
For a buffet-style meal, it is recommended to have one server per two tables, with an extra half person. This means that for a wedding of 120 people, eight servers may be required. For a plated dinner, a standard ratio is one server per 25 guests. For a wedding of 125 guests, this would equate to five servers. If you are using chinaware, you will need one busser per two tables (up to 24 guests). Plasticware is less labour-intensive, and one busser can accommodate three tables.
To ensure the event runs smoothly, it is recommended to have a captain to act as staff manager for events with six or more staff. This person will be able to oversee the bigger picture and ensure the staff are well-managed.
When clearing tables, it is important to consider the needs of all guests, including those with accessibility requirements. For example, guests in wheelchairs should have clear and easy access to the exit, and their chairs should be removed in advance.
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Setting up and tearing down
Firstly, check with your venue to see if they offer setup and teardown services as part of your package. Some venues may have an in-house team or a preferred vendor they work with, which can save you time and money. If they don't provide this service, you will need to hire external help or rely on family and friends.
If you decide to hire external help, consider the following options:
- Day-of-Coordinator (DOC): A DOC can handle all the logistics of setting up and tearing down your wedding venue. They typically work with other vendors and can ensure everything is set up and broken down efficiently. Costs can vary, but some couples have reported paying around $800 to $1000 for these services.
- Wedding Planner: A wedding planner can also help with setup and teardown, and they may offer these services as part of a larger package. They can coordinate with other vendors and ensure everything runs smoothly.
- Florist: Your florist may also offer setup and teardown services, especially if they are creating your centrepieces and other decor. This can be a more affordable option, but costs can vary depending on experience and location.
- Rental Companies: If you are renting tables, chairs, linens, or other items, the rental company may include setup and teardown in their quote. This is often an additional cost but can be worth it to avoid the stress of DIY setup and teardown.
- Event Staffing Companies: You can hire event staff specifically for setup and teardown. This can include stagehands or students from a local culinary school, who can help with physical labour at a lower cost than a full-service coordinator.
If you are relying on family and friends to help with setup and teardown, here are some tips:
- Communicate your expectations clearly and in advance. Let them know what tasks you need help with and when you need them to be available.
- Assign specific tasks to individuals or small groups to ensure everything gets done efficiently.
- Consider the timing: If possible, try to do most of the setup the day before the wedding, so your helpers can also attend and enjoy the wedding.
- Be organised: Have a plan for where everything needs to go, and communicate this to your helpers. This will make the process smoother and faster.
Whether you hire external help or rely on family and friends, it is important to have a clear plan and to allow enough time for setup and teardown. This will ensure that your wedding day runs smoothly and that you can focus on enjoying your special day.
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Frequently asked questions
The number of staff you need depends on several factors, including the type of food and drink being served, the venue, and the level of service you want to provide. As a general rule of thumb, you should aim for 1 server per table of 12 guests for a sit-down dinner, or 1 server per 25 guests for a buffet. For bar service, you will need 1 bartender and 1 barback per 50 guests.
It depends on what services your caterer provides. Some caterers will only provide food, while others may also provide staff to set up, serve guests, and clean up. Be sure to clarify with your caterer beforehand so you can plan accordingly.
You can use an online staffing calculator to get a rough estimate of how many staff you will need based on the number of guests and the type of service you are providing. You can also reach out to event staffing companies for recommendations on how many people to hire.
