Set out each role and its responsibilities
Waiting staff can help with table setup, food service, clearing and resetting a room. Front-of-house hosts can welcome guests, direct arrivals and support cloakrooms or registration. Describe each role separately, including whether a supervisor is needed to brief the team and coordinate breaks. Where the caterer or venue already provides some staff, share that staffing plan so everyone knows who is responsible for each part of service.
Build shifts around the busiest moments
Think through setup, guest arrival, meal service, room changeovers and close-down. A drinks reception and a seated meal place different demands on the team, even with the same guest count. Include a simple timetable, number of rooms and service style. Ask the provider how they would cover the peaks and how much time they recommend for briefing, breaks and resetting the space.
Compare hourly rates and what is included
Ask for a breakdown of headcount, shift lengths, supervision, travel and any minimum booking. Include venue access windows, dress code, arrival instructions and who will sign staff in. Agree how changes to the finish time are handled and share the event running order in advance. If several suppliers are working together, name one person who can make decisions on the day.
Frequently asked questions
How many waiting staff should I book?
Ask providers to recommend numbers using your guest count, table layout, timings and style of service. Plated courses, buffet replenishment and tray service need different levels of cover, especially when several rooms are in use.
Can I book staff just for setup or clearing?
Ask about a short shift and the provider’s minimum booking. Set out the exact jobs, the venue access time and who will show staff where equipment, furniture and used items belong.
Can I hire front-of-house staff for a conference?
Describe the entrance and registration layout, the expected arrival rush and duties such as badge collection, queue direction and session wayfinding. Share any uniform or briefing requirements when asking for a quote.