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7 Steps to Staffing a Successful Large Event

happy guests giving cheers at a large dining event

Planning and executing a large event can be a daunting task, but with the right staffing strategy, it can become a smooth and enjoyable process. Let’s dive into the seven staffing steps that will make your next event a smashing success!

1. Start Planning Early

One of the most critical steps in ensuring you have enough staff for your event is to start planning as early as possible. Ideally, you should begin the staffing process at least three to six months in advance. This allows ample time for recruiting, interviewing, and training staff. Early planning also gives you a buffer to address any unforeseen issues that may arise.

2. Estimate Your Staffing Needs Accurately

To avoid under or overstaffing, it’s essential to have a clear estimate of how many staff members you will need. Consider factors like the size of the venue, the number of guests, the type of event, and the specific tasks that need to be covered (e.g., registration, food service, security). Creating a detailed staffing plan can help you identify the exact number of staff required for each role.

3. Partner with a Foodservice Staffing Agency

Partnering with a foodservice staffing agency can be a game-changer. These agencies specialize in providing trained and experienced staff for events of all sizes. They can help you quickly scale up your workforce based on your needs. Additionally, agencies often handle background checks, payroll, and other administrative tasks, freeing you up to focus on other aspects of the event.

4. Have a Backup Plan for Last-Minute No-Shows

No matter how well you plan, last-minute no-shows and call-outs can happen. To handle this, always have a list of backup staff who can be called in on short notice. Communicate clearly with your team about the importance of reliability, and consider offering incentives for those who are willing to be on standby. Additionally, maintaining good relationships with your staffing agency can ensure you have access to last-minute replacements if needed.

5. Hire Staff Who Are a Good Fit for Your Event

When hiring, look for staff who not only have the necessary skills but also fit well with the type of event you’re hosting. For example, a formal gala may require staff who are experienced in fine dining and have excellent customer service skills, while a casual outdoor festival might need energetic and adaptable staff. Happy and engaged staff will lead to happy guests.

6. Effective On-Site Management and Supervision

On the day of the event, effective management and supervision are crucial. Assign team leaders or supervisors to oversee different sections of the event. Ensure they have clear instructions and are equipped to handle any issues that may arise. Regular check-ins with your staff throughout the event can help address problems promptly and keep everything running smoothly.

7. Provide Comprehensive Training and Briefings

Before the event, provide comprehensive training and briefings for your staff. This should include an overview of the event schedule, specific duties, and any contingency plans. Well-trained staff are more confident and capable, which translates to a more seamless experience for your guests.

By following these keys to staffing, event managers can ensure they have a well-prepared, reliable, and capable team to execute a successful large event. Planning ahead, partnering with the right agency, and maintaining good communication with your team are all crucial steps to achieving this goal!

Need Foodservice Staffing Help?

Heart of the House is an award-winning staffing partner to the country’s leading hospitality companies, arenas, and event venues. Our employee-owned, people-first approach to staffing is proven to improve guest satisfaction. Request talent today!