Free tool
Event Staffing Calculator
Work out how many staff you need to run your event, role by role: hosts, technicians, security, catering and coordinators.
Estimated staff needed
- Check-in / reception staff3 people
- Security staff1 people
- AV technicians / support2 people
- Coordinators / hosts2 people
- Total estimated staff8 people
- Estimated average hourly cost€18/h
How it works
Enter the number of attendees, the event type and its duration to calculate the staff needed for each role: hosts, technicians, security, catering and coordinators. The calculator applies common staff-to-guest ratios used in event planning to help your event run smoothly.
Frequently asked questions
How many staff do you need for a 200-person event?
For 200 attendees, a typical estimate is around 15-25 staff, including front of house, catering, security and technicians. The ratio depends on how complex the event is and on the level of service you want to offer.
What is the right host-to-guest ratio?
A common rule of thumb is 1 host for every 20-30 guests at hospitality-focused events, or 1 for every 50-100 at more informal events. Add staff when registration or entry control is complex.
How much does event staff cost?
Rates vary widely by country. In Italy, hourly rates for event staff range roughly from €10-15 for general staff to €30-50 for specialized technicians. Add coordination, overtime and any meals and accommodation to get the total budget.
Keep going
Related guides and tools
- Guide
Event Volunteers: Recruitment, Briefing and Retention
- Free tool
Event Resource Allocation Optimizer
Allocate your event budget, staff and equipment across activities with linear programming, respecting every constraint you set.
- Free tool
Event Planning Checklist Generator
Generate an event planning checklist by event type and size, with tasks grouped into four phases: research, planning, on site and after the event.