Hey there! Planning your dream wedding? You’re picking the venue, flowers, and menu—and you also need the right team to run the show! The wrong staffing plan can lead to long bar lines, slow dinner service, and stressed guests. Let’s fix that together.
Here are the seven most common wedding staffing mistakes and simple ways to avoid them.
Mistake #1: Not Hiring Enough Staff
This is the big one. When you’re short-staffed, everything slows down and stress goes up.
What to do:
- Plan for one bartender per 75–100 guests.
- Plan for one server per 8–10 guests for a plated dinner.
- For cocktail-style receptions, plan one server per 25–30 guests.
- Add support for setup, breakdown, trash, and guest assistance.
When in doubt, add one extra person. It costs less than a slow bar or a delayed dinner.
Mistake #2: Hiring Friends Instead of Pros
Your cousin might be great at parties, but wedding service is different. Professionals know timing, service flow, and how to handle surprises without drama.
What to do:
- Hire experienced event pros who have worked weddings your size.
- Check references and ask what roles they usually lead.
- If budget is tight, hire professional leads (head server, lead bartender) and fill support roles around them.
Mistake #3: Not Matching Skills to Tasks
Putting a great bartender on food service—or a server on complex bar orders—slows everyone down.
What to do:
- Write simple role descriptions before you hire.
- Staff the bar with fast, experienced bartenders.
- Use trained servers for food service and guest-facing tasks.
- Assign a floater for quick fixes and last-minute needs.
Mistake #4: Skipping the Briefing
Even pros need a plan. If your team doesn’t know your layout, timing, and expectations, they will guess—and that causes mistakes.
What to do:
- Hold a quick briefing before doors open.
- Share a simple packet with:
- Timeline and cue points (toasts, first dance, cake)
- Venue map and key locations
- Final guest count, VIPs, and special needs/allergies
- Menu notes and bar recipes
- Emergency contacts and policies
Walk the space together so everyone knows where things go.
Mistake #5: Waiting Too Long to Book
Great staff book up early—especially in peak season. Last-minute hires limit your options and leave less time to prep.
What to do:
- Start 2–3 months out (earlier for spring/fall).
- Set deadlines for hiring, training, and final confirmations.
- Treat staffing like your venue, caterer, or photographer—book early!
Mistake #6: No Day-Of Communication Plan
Even strong teams struggle without clear communication. If no one knows who’s in charge or how to reach them, you’ll see delays and confusion.
What to do:
- Assign a single on-site lead or coordinator.
- Share a chain of command for questions and approvals.
- Use headsets for large events or clear check-in points for smaller ones.
- Give simple protocols for spills, guest issues, and emergencies.
Mistake #7: Ignoring Small Details
Small misses create big hiccups. Uniforms, meals, parking, and access all affect performance and timing.
What to do:
- Confirm uniforms and sizes.
- Schedule staff meals and breaks.
- Share parking, arrival windows, and load-in routes.
- Provide venue access codes and contacts.
- Set backup plans for common issues (ice, glassware, trash).
- Clarify payment and tip distribution.
Review these details one week out, then again 24 hours before your event.
Your Next Steps
Use this quick plan to stay on track:
- Estimate staffing using the ratios above.
- Book early and confirm your leads.
- Match roles to strengths.
- Send a simple briefing packet.
- Do a walk-through and test communication.
- Assign one person to run point on the day.
Ready for help? We staff weddings and celebrations across West Texas and the surrounding area. Visit our services page to see how we support events of all sizes, or contact us for a custom staffing plan.
Your dream wedding deserves a calm, capable team. Let’s make it effortless!
