Event Staffing Calculator
Calculate optimal staffing levels and costs for your event based on size and complexity.
1Event Details
2Staff Roles
Buffer for overtime, last-minute needs
Recommended Staffing for 500 Guests
Staffing Cost Breakdown
Cómo Usar Esta Calculadora
Enter your expected guest count and event type
Select the services you need (registration, catering, security, etc.)
Input hourly rates and shift lengths
Review staffing recommendations and total costs
Preguntas Frecuentes
What is the typical staff-to-guest ratio?
General ratios vary by role: registration (1:50), servers (1:20 for seated, 1:30 for cocktail), bartenders (1:50), and event coordinators (1:100). The calculator adjusts based on event complexity.
Should I plan for overtime?
Yes, always budget 15-20% extra for overtime and unexpected extensions. The calculator includes overtime calculations based on standard labor laws.
How do staffing needs differ by event type?
Galas need more servers, conferences need more registration staff, and outdoor events need more general support. The calculator adjusts recommendations based on your event type.
What about setup and teardown staff?
Plan for dedicated setup crews (typically 2-4 hours before) and teardown (1-2 hours after). These are usually separate from event-day staff and often have different rates.
How do I find quality event staff?
Use reputable staffing agencies, check references, and conduct brief training before events. Quality staff can be 20-30% more expensive but reduce problems significantly.
Por Qué Usar Esta Calculadora
- Determine optimal staff-to-guest ratios by role
- Calculate total staffing costs including overtime
- Plan for different event phases (setup, event, teardown)
- Avoid understaffing or overstaffing situations
- Budget accurately for staffing expenses
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"La calculadora de capacidad de venue nos salvó de reservar un espacio que hubiera sido muy pequeño. Crisis evitada."
Coordinador de Eventos, Eventos Corporativos