Staffing is often the hardest part of a catered event: too many people costs a lot, too few ruins the service. The right team depends on the type of service, the number of guests and the flow of the evening. Most caterers supplement their permanent team with extras, employees called in on an as-needed basis for an event. Here is how to estimate headcount, schedule staff and track their hours.
How many servers should you plan for?
There is no official rule, but there are common benchmarks:
- **Plated meal**: about one server for 10 to 15 guests, more for a gourmet meal.
- **Buffet**: about one server for 25 to 30 guests, to restock, clear and serve drinks.
- **Cocktail reception with heavy hors d'oeuvres**: about one server for 20 to 25 guests, plus one bartender per bar.
- **Delivered platters**: no servers, but a driver and setup time.
Add an on-site lead (maître d' or team leader) as soon as the event goes beyond a few dozen guests, plus staff for dishwashing and teardown if the venue doesn't handle them.
Scheduling extras
- **Book early**: weekends from May to September and in December fill up quickly.
- **Keep a list** of reliable extras, with their availability, skills (service, bar, kitchen) and rate.
- **Plan a backup** for large events: a last-minute absence always happens.
- **Confirm in writing**: date, planned arrival and end times, location, dress code, on-site contact.
Briefing the team
A team that knows the flow of the event works better. Before service, a few minutes are enough: the evening's timeline, the menu and declared allergies, the floor plan, who does what, and whom to go to if there's a problem. The BEO, the event sheet, puts all of this on one page.
Tracking hours and real cost
Actual hours often exceed planned hours: longer setup, an evening that runs late. Record everyone's arrival and departure, and compare with the quote. If the overrun comes from the client (extended service), it can be billed, provided the overtime rate appears in your terms. This tracking also helps you price the next event more accurately: the cost of service is part of your price per person.
Employment rules
The status of extras, day contracts and employer obligations differ between Québec and France, and change regularly. Check with your accountant or the relevant agencies in your country before hiring.
How CM does it
In Caterer Manager, the Team and security module assigns staff to events, and each person sees only what they need based on their role. The event file keeps the timeline, the menu and the allergies in one place for the whole team.
