How Many Staff Do You Need for an Event?
Estimate security, ushers, check-in, bar, F&B and medical staff for conferences, concerts, galas and parties, with a free staffing calculator and planning ratios.
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Understaffed gates make queues and overstaffed events lose money. The free Event Staffing Calculator gives you a starting plan by role.
Planning ratios (guests per staff)
| Role | Conference | Concert | Gala | Nightlife |
|---|---|---|---|---|
| Security | 250 | 100 | 150 | 75 |
| Ushers | 150 | 250 | 80 | — |
| Check-in | 300 | 250 | 150 | 200 |
| Bar | — | 100 | 50 | 60 |
| F&B service | 60 | — | 10 | — |
| Medics | 1,000 | 750 | 1,000 | 750 |
Add one supervisor per 15 staff and 25% more security if alcohol is served. Plan a second shift for events over eight hours.
These are estimates
Security, crowd management and medical cover must meet what your venue, the police and civil defence require for your permit. Use the calculator for budgeting, then confirm the numbers with them.
Check-in staff depend on the method
The faster your check-in, the fewer people you need at the door. Compare methods with the check-in calculator and read about event-day operations.
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