All calculators / Weddings & events
Event Server Staffing Calculator
Servers, bartenders and captains for the guest count and service style, the labour bill, and whether what you bill covers it.
75 for beer and wine, 50 for full cocktails.
Set-up to breakdown, not just service.
One captain per 8 servers.
Leave at wage to see the true cost only.
How this is calculated
Servers = guests ÷ ratio × (1 + buffer), rounded up. Bartenders = guests ÷ guests per bartender, rounded up. Captains = servers ÷ 8, rounded up.
Labour cost = staff × hours × wage. Billed = staff × hours × billed rate.
Prices are before GST/HST. Add tax on top of the price shown, never inside your margin. Estimates, not advice.
Staffed and paid for
9 servers, 2 bartenders, 2 captains
- Labour cost
- $2,512
- Per guest
- $16.75
- Billed to client
- $3,640
- Margin on staffing
- $1,128
What under-billing staff costs across a year of events. Zero means staffing pays for itself.
Save in the event plannerThe printable worksheets, templates, and benchmarks behind this calculator. $79, one-time.
Want this saved, with your real numbers?
A simple list of your events with vendor costs, your hours and profit per event. Saved on this device, free.
Open the event plannerMore event calculators
All Weddings & eventsWedding Package Quote
Food, bar, venue, staff, rentals and your hours, at a target margin. The quote and the per-head number the couple hears.
Catering Per-Head Quote
Guests, food per head, staff hours, rentals and travel in. A quote per head that protects your margin out.
Wedding & Event Margin Calculator
Client budget, vendor costs, labor, and overhead in. True cost, planner margin, and per-guest cost out.
Buffet vs Plated Calculator
Same guests, both service styles: food with waste, servers by ratio, equipment. Which is cheaper and by how much.
Open Bar Buy List
Guest count and hours in. A beer, wine, and spirits shopping list with buffer out.
Rentals Markup Calculator
Chairs, tables, linens at vendor cost, your markup, delivery and damage waiver passed through. Client price and whether it pays for your time.