Choose staff by the work, not only the guest count
Waiters support serving, table preparation and clearing within the agreed brief. Housekeeping staff handle the assigned cleaning areas and waste collection. Chefs take responsibility for the agreed cooking work, while assistant cooks support preparation, ingredients and kitchen cleanup. Assign a named contact at the venue so requests reach the right person.
A seated dinner, buffet and tea reception need different workflows. Guest count is one input; the number of serving points, distance from the kitchen, timing of courses and venue layout also affect the team. Send the menu and schedule before settling the headcount. Avoid choosing a staffing number solely from a generic guests-per-waiter ratio.
What belongs in a two-day staffing quotation?
Ask for a separate row for each role: number of people, rate per person for the full assignment, number of shifts or days and line total. The quotation should state the overall payable amount and whether an agency charge is included. Do not compare a per-day rate with another supplier’s two-day price.
For example, a request for 12 waiters, 13 housekeeping staff, two chefs and two assistant cooks involves 29 people. Over two days that represents 58 staff-days, but it does not mean every role should have the same rate. Cooking responsibility, preparation time and shift length should be priced explicitly. This is a planning example, not a public fixed-price offer.
Confirm what “all-inclusive” actually covers
Before accepting a total, list wages, coordination, transport, meals for workers, uniforms and any other agreed items. Record whether taxes are included or separately applicable in the written quotation. Overtime, a late finish, an extra shift and an increased headcount need a clear approval process.
Staffing should not be assumed to include food ingredients, crockery, kitchen equipment, decorations or venue rental. If you need any of those, identify them separately. A chef cannot deliver the planned menu without the right ingredients, facilities and preparation time, even where the staffing charge itself is fixed.
Prepare the venue before the team arrives
Share the exact reporting point privately with the placement team, including the relevant phase or sector, entry arrangements and the person receiving staff. Provide a safe place for personal belongings, drinking water, suitable breaks and the tools required for each task. Explain cleaning-product handling and where waste should go.
Agree a check-in list and departure process for each day. Brief the team on service timing, restricted areas and who can authorise additional work. Where shifts finish after ordinary transport hours, confirm the travel arrangement before booking. These details matter for venues across DHA, Bahria Town and the central sectors as well as locations elsewhere in the twin cities.
If the schedule changes or someone cannot attend
Name one organiser who can approve changes to hours or duties. Contact Staffly promptly about an absence or mismatch, with the role and time the support is needed. Replacement availability for a short event must be confirmed for that assignment; it is not an unconditional promise of immediate cover.
Temporary event work uses its own written scope, payment and cancellation arrangements. Do not assume the monthly placement fee or six-month replacement terms for permanent hires apply to a two-day function. Confirm these points in the event quotation before making payment.
What to send for a quotation
- Event dates and venue sector or society
- Guest count, menu and service style
- Headcount by role and work areas
- Reporting time, finish time and preparation shift
- Transport, staff meals, equipment and uniform arrangements
- Organiser contact and written quote approval
Share the brief through the form or call our team. Staffly will confirm availability, the proposed scope and the written quote before you commit.
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Published 25 October 2026. Planning examples are illustrative and do not confirm candidate availability. Editorial standards.