Event staffing: what to know

What the job involves, what changes the price, and what to ask a pro.

What event staffing is

An event staffing provider supplies servers, bartenders, check in hosts, coat check attendants or setup crews, who arrive in agreed attire and work your event under a lead. Hosts hire staff when they need trained people on the floor and do not want to pull friends or family into the work.

Signs you need it

  • You need servers or bartenders for a party or a reception and have no one to run the service
  • Guests will be checking in, and you need hosts at the door
  • The event has a setup or breakdown crew needed before and after the guests
  • You want staff who wear a consistent dress code and report to a lead
  • You want the host and family free to enjoy the party

What the pro does

  • Takes your guest count, the service style and the number of staff roles you need
  • Assigns staff with the skills the roles require, such as serving, bar or check in
  • Sends a lead to meet you before the event and go over the timeline
  • Arrives in the agreed attire and sets up the service area
  • Runs the service under the lead, keeping the floor and bar moving
  • Breaks down the area and clears the staff at the end of the event

What changes the price

Every job is different, so we do not publish prices. These are the things that move the quote up or down.

  • Number of staff by role, such as servers, bartenders, hosts or setup crew
  • Length of the event, including setup and breakdown time
  • Whether a lead is included and how many leads the event needs
  • Attire and any special uniform requirements
  • Whether staff must be certified for alcohol or food service
  • Travel distance and any early or late start the event needs

What a written quote should spell out

  • Staff by role and the number of each
  • Setup, service and breakdown hours
  • Attire and what the staff will bring with them
  • Whether a lead is included and how they are reached on the day
  • Cancellation and no show terms

Questions to ask before you hire

  • Are your bartenders trained in serving alcohol, and what certifications do they hold?
  • Who is the lead on site, and how do I reach them?
  • What attire will the staff wear, and can I see a photo?
  • How do you handle a staff member who does not show up?
  • Will staff be on time for setup, and how early do they arrive?
  • Do your staff carry food handler cards for serving food?

Red flags

  • Cannot say who the lead is or how to reach them on the day
  • Does not check whether staff hold the cards or training the event needs
  • Will not share the attire rules in writing
  • Quotes staff by the head with no list of roles and hours
  • Has no plan for a no show

What you can do yourself

You can recruit a few friends to take coats, greet guests or clear plates for a small party, and give each person a clear task and a time to start. Hire an event staffing provider when the event needs trained servers or bartenders, a lead who runs the team, or staff who must be on time for a full service.

Licenses and permits

Serving alcohol commonly needs a license or permit, and staff who serve it may need their own training or card. Food service staff commonly need a food handler card from the local office that oversees food safety. Ask the provider which cards its staff hold, and check the rules where the event takes place.

Event staffing questions

Who pays for breakage at the event?

Read the agreement. Ask how breakage and lost items are handled, and whether the staffing company or the venue covers them.

Can staff serve alcohol at a private party?

Alcohol service commonly needs a license or permit, even at a private party. Check the rules where you hold the event, and confirm the staff's training before the day.

Should I tip the staff?

Ask the provider how tips are handled. Some companies pass tips along, and others add a service charge. Confirm the policy in writing before the event.

About this guide

This national guide is written and checked by infinibell. Rules and conditions differ by place, so local pros are credited on guides for the cities they serve, not on national ones.

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