Why You Should Hire Event Staff

Q: How far in advance should I book event staff?

Four to eight weeks is a safe window. Peak dates (May–October and December) fill fast; last-minute bookings are possible but availability may be limited.

Q: How many staff do I need for my guest count?

As a rule of thumb: 1 server per 10–15 guests for plated dinners, 1 per 25–30 for buffets/stations, and 1 bartender per ~50 guests (add more for craft cocktails or large bars).

Q: Do bartenders need Smart Serve in Ontario?

Yes - staff serving alcohol should be Smart Serve-certified. Most venues require it, and it helps ensure responsible service.

Q: Do I need a certified food handler onsite?

If you’re cooking and serving food yourself in a private home, there’s no legal requirement. But for catered events or when professional staff are involved, Ontario law requires at least one certified food handler onsite. Most caterers and staffing agencies schedule this automatically so you don’t need to worry about it.

Q: Are event staff insured and covered by WSIB?

Reputable agencies carry liability insurance and provide WSIB coverage. Always ask for certificates before you book.

Q: What do event staff wear?

Standard is professional black attire, but uniforms and branded looks are available on request. Confirm dress code in your booking notes.

Q: Do staffing companies bring equipment?

Staff typically provide labour and service; rentals (glassware, bars, trays, POS) are separate. Your staffing partner can coordinate with your caterer or rental company.

Q: How much does it cost to hire event staff?

Rates vary by role, hours, date, and location. Ask for an itemised quote with minimums, overtime, travel, and admin fees clearly listed.

You can DIY your playlist, your centrepieces, even your uncle’s speech slides – but if you’re still on the fence about hiring event staff, here’s the blunt truth: do it. Hosting an event while also performing staff duties is like cutting your own hair: sure, it’s possible, but you’re likely not going to be happy with the results. Professional staffing companies handle all the details so you can relax, enjoy the toast, sip your drink, and maybe even dance to your perfectly curated playlist! Need some more encouragement? Well, here’s our list of reasons on why you should hire event staff for your own event!

Table of Contents

Hosts Should Host, Not Haul Trays

The best staff are like stagehands: invisible, but essential. Without them, the whole show unravels. They greet, serve, reset, and quietly fix the mini-disasters before anyone notices. The result? Guests remember how seamless it all felt – not how long they waited for water.

Photo Credit: Marika Brooks Photography

It’s Not Just Service – It’s Strategy

Think of staff as your event’s traffic control. They direct the flow of guests, expedite lines and potential waits, and protect that all-important first impression. With the right check-in team and bartenders, guests spend less time in queues – and more time clinking glasses. After all, no one Instagrams themselves stuck at coat check.

Photo Credit: Purple Tree Wedding Photography

Compliance Without the Headache

In Ontario, when you host a private event at your home, cottage, or condo, you can serve alcohol yourself without needing a Special Occasion Permit (SOP) or certifications like Smart Serve or food handling. The catch? If anything goes wrong, it’s on you. Gasp!

Bringing in professional bartenders or caterers elevates your event while ensuring everything runs smoothly and legally. Certified staff hold the right qualifications to serve alcohol and food safely, and when alcohol is sold or served at rented or public venues, having licensed professionals and the proper permits keeps your event compliant and worry-free.

Beyond regulations, hiring insured, certified staff offers invaluable peace of mind. They handle all the details, from managing service to minimizing risks, so you can focus on enjoying the moment with your guests, confident that you, your venue, and everyone attending are protected.

Professional Polish That Guests Notice

Big-picture planning keeps things moving, but the little things create the experience. Professional staff keep food stations fresh, glasses topped up, and tables cleared before clutter can build. Guests might not notice every move, but they remember an event that feels effortless and elevated.

Photo Credit: Mango Studios

What Event Staff Actually Do

Captains & Supervisors: Oversee the floor, adjust timing, redeploy team members, and keep everything running smoothly when schedules shift.
Servers & Runners: Plate, serve, clear, and reset with speed and finesse.
Bartenders & Barbacks: Keep drinks flowing responsibly and bars fully stocked so there’s no long waits, just great service.
Registration & Brand Ambassadors: Manage check-in, distribute badges, and create a welcoming first impression.
Utility/Stewarding: Provide essential back-of-house support like cleaning, dishwashing, and maintaining safety behind the scenes.

How Many Staff Do I Need? (Quick Ratios)

Plated dinner: ~1 server per 10-15 guests, depending on menu complexity and level of service.
Buffet/stations: ~1 server per 25-30 guests, since guests self-serve more.
Bartenders: ~1 per 50 guests as a baseline, but closer to 1 per 35-40 if cocktails are featured or the crowd is heavy on drinks.

Photo Credit: 424u Photo & Video

How to Choose an Agency (The Smart Buyer’s Checklist)

Licenses & Training: Bartenders must be Smart Serve certified, and at least one certified food handler should be on site. Not every staff member needs both certifications, but the right coverage must be ensured.
Insurance & WSIB: Always request proof of insurance and WSIB coverage. If an agency can’t provide certificates, don’t book.
Ratios & Run-of-Show: Agencies should clearly explain their staffing numbers and how they align with your service style and event timeline.
Reviews & References: Look for recent, authentic testimonials from past clients.
Scope in Writing: Confirm that arrival times, uniforms, captain on duty, strike plans, and contingency measures are all detailed in your contract.

How far in advance should I book event staff?

How many staff do I need for my guest count?

Do bartenders need Smart Serve in Ontario?

Do I need a certified food handler onsite?

Are event staff insured and covered by WSIB?

What do event staff wear?

Do staffing companies bring equipment?

How much does it cost to hire event staff?

Hiring event staff is like insurance – you only realize how much you need it when it’s missing. Want to host without breaking a sweat? Start by partnering with vetted staffing professionals who’ve got your back.

Why You Should Hire Event Staff (So You Can Actually Enjoy Your Own Event)