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How to plan the right staffing for every catering event

2026-06-25

Two servers or five? One chef or two? How many staff you need per event is a question every caterer faces for every new booking, and too few or too many both come at a price. The type of service largely determines your staffing: table service needs more hands than a buffet, a walking dinner something different again. This article gives you practical guidelines for each format.

Why the type of service is the deciding factor

The number of guests is a starting point, but far from the whole story. A buffet for 100 people requires a different staffing level than a five-course dinner for the same group. The way you serve determines how many hands you need and what they need to be capable of.

For every event, start with the type of service first, then the number of guests. Below you will find a guideline for each format to work with.

Table service

This is the most labour-intensive format. Guests are seated, courses are brought to the table, glasses are kept topped up. Take the following into account:

• 1 server per 8 to 12 guests for a smooth-running dinner
• 1 head waiter or coordinator per 3 to 4 servers
• Additional kitchen staff if you are serving more than 2 hot courses

For a formal dinner or multiple courses, aim for 1 per 8. For a more informal dinner or 2 courses, 1 per 12 usually works.

Buffet

A buffet requires less serving staff, but more logistics. Platters need replenishing, guests need guiding, and dirty plates need clearing.

• 1 server per 20 to 30 guests for topping up and clearing
• 1 to 2 people specifically at the buffet table if you are serving hot dishes
• Plan for the peak moment: the first 20 minutes are the busiest

A self-service buffet without hot dishes can run with fewer staff. As soon as you serve hot dishes at the buffet table, you need someone there permanently.

Walking dinner

Standing, circulating, small bites brought around. This looks simple, but it requires constant presence and solid coordination.

• 1 server per 15 to 20 guests for circulating
• 1 to 2 people handling supply from the kitchen or depot
• Note: a walking dinner runs longer; allow for a minimum of 2 to 2.5 hours

The strength of a walking dinner lies in its rhythm: bites need to arrive on time and in sufficient quantities. With too few people, that rhythm quickly breaks down.

Drinks service: plan it separately

Many caterers forget to budget for drinks service separately. Especially at a longer evening or an open bar, this is a distinct role:

• 1 bar staff member per 40 to 50 guests at an open bar
• For wine service at the table: include this in your server staffing

Kitchen vs. floor: the split

Alongside floor staff, you need chefs. A rule of thumb:

• Up to 50 guests: 1 to 2 chefs
• 50 to 100 guests: 2 to 3 chefs
• 100 to 200 guests: 3 to 5 chefs, depending on the menu

A simple buffet requires fewer kitchen staff than a multi-course dinner with à la minute preparation. Also factor in set-up and breakdown: those hours count too, separate from the event itself.

Include set-up and breakdown hours

A common mistake: scheduling staff for the duration of the event, but not for the preparation and breakdown on location. Depending on the size, allow for 1 to 2 hours of set-up and 1 to 1.5 hours of breakdown. Those hours belong in the staffing plan, and in the cost price.

Record it all in your system

Guidelines are useful, but they only become truly workable when staffing is part of your order management. In Catermonkey, you record the planned team members alongside the job, so planning and execution always line up.