Determining your special event needs

waiter at event

Wondering about how COVID-19 may impact your event? You can read more about how events will be changing as we move forward. Link to the guidelines we are following. Discover what you should ask of your venue. Learn what we ask of you as a client, by reading our COVID-19 Impacts Page. *We also recommend EVERY event have active event insurance.*

One of the benefits of hiring Blue Ridge Event Staffing is that we help you determine the appropriate amount of service staff to create a successful event. Some people are surprised by the number of staff we recommend. It is so easy to overlook the need for an adequate amount of  experienced, intuitive service staff, but it truly can make or break an event. The numbers quoted below are not arbitrary. Blue Ridge Event Staffing been partying week after week for a long time now. We know how many people are required to make an event run smoothly. We recommend even more when your goal is a flawless event.

It is so easy to overlook the need for an adequate amount of  experienced, intuitive service staff, but it truly can make or break an event.

Successful event hosts know: Style Matters!

How you plan to serve your meal helps us determine the amount of staff needed. Here are our standard recommendations* for Wait Staff:

  • Buffet Meal- Expect us to quote at least 1 waiter/25 guests
  • Family Style Meal- Expect us to quote at least 1 waiter/12-15 guests
  • Plated and Served- Expect us to quote at least 1 waiter/8-10 guests

*Due to COVID-19 we have changed the way we recommend staff. Since Buffets need to be served by staff instead of guests, we need to take into account your menu as well as your guest count. We must also ensure that we have enough people to sanitize and assist with crowd flow. You may have more servers than a straight 1:25 or 1:8 ratio for the foreseeable future.

Some venues/ catering plans will necessitate the addition of a dedicated kitchen support staff member to execute a successful event. Some examples of events with this need include:

  • venues with provisional kitchens or kitchens that are not convenient to the dining area
  • venues with limited sink space where rental is being used
  • hors d’oeuvres that require assembly, plating, or staging
  • rental of vintage plates

The Bar has it’s own Ratios and Rules.

In addition to your guest count there are other factors when hiring Bar Staff. The types of drinks you serve, the number of bar locations and extra considerations like: champagne toasts, signature drinks, and pre-ceremony cocktails can be significant determining factors as we make recommendations for your event. If you expect the bar to be an important component of your party you will want to ask us to quote a extra bartender.

  • We will typically recommend 1 Bartender: 50 guests

*Due to Covid-19, most bars will require 2 bartenders. One mixing drinks and the other taking them to guests. Having guests mill around the bar waiting on their drinks would compromise everyone’s ability to properly distance. Moving forward, we will be staffing all bars with 2 staff. 

You Need Someone the Day-of to deal with the Minutia!

Some venues require day-of coordinators, and for good reason. They really are essential to a successful event. Having a day-of coordinator gives the venue manager and all the vendors a point person to come to with all the last minute nitty gritty questions.

With this support, you will be able to focus on your spouse and your guests. Brides and Grooms tend to have enough on their mind right before the ceremony without having to discuss the placement of forks on the buffet table or the location of electrical outlets with the dj. If you do not have a wedding planner you definitely need a day of coordinator. We know some great ones!

Beyond Ratios:

As you review our staffing recommendations, bear in mind that we take many factors into account when considering your event. We work with clients to try to get a complete picture of your event and identify any potential sticking points before they get sticky! Our goal is making sure you have a successful event!

Should assembly or plating of the hors d’oeuvres or your meal be needed, an extra kitchen assistant and/or more waiters would be added to your order to accomplish this task. If more set-up than is described above needs to be accomplished, more time or more hands may be required to assist. We want your event to run smoothly so you and your guests can enjoy each other’s company and focus on the fun.

Let’s get you the staff that you need! Request a Quote