Large-Scale Event Staffing
This playbook describes the process of recruiting, training, and managing staff for large-scale catered events. It ensures adequate and effective staffing to handle complex logistics and provide exceptional service.
Step 1: Planning
Assess the scope of the event, including the number of guests, the type of event, and specific service needs. Determine staffing requirements based on these factors.
Step 2: Recruiting
Develop a job description that outlines duties, qualifications, and expectations. Advertise the positions through appropriate channels to attract qualified candidates.
Step 3: Selection
Review applications and conduct interviews to select candidates who not only possess the requisite skills but also fit the team culture and event style.
Step 4: Training
Organize training sessions for selected staff. These should cover event-specific tasks, customer service protocols, and emergency procedures.
Step 5: Scheduling
Create a detailed work schedule, ensuring that all event aspects are covered and that staff workload is balanced. Share the schedule with the team well in advance.
Step 6: Briefing
Hold a pre-event briefing to go over roles, responsibilities, venue layout, and any last-minute updates or changes to the plan.
Step 7: Managing
During the event, actively manage the staff, making sure they are performing their roles effectively and addressing any issues that arise quickly.
Step 8: Debriefing
After the event, conduct a debrief session to gather feedback, discuss what went well, and identify areas for improvement.
General Notes
Staff Ratios
Establishing ideal staff-to-guest ratios can vary based on the event type and complexity; however, a general guideline is one server for every 10-15 guests for a seated dinner.
Legal Compliance
Ensure that all staffing practices comply with local labor laws, including working hours, minimum wage, and age restrictions.
Contingency Plan
Have a contingency plan in place for no-shows or unforeseen staffing shortages, such as a list of on-call workers.