We've just launched a new feature! Check out the new dashboard.

Event-based planning for caterers

In brief: For a caterer, every event is a unique project: a 150-guest wedding has nothing in common with a 40-person corporate cocktail. Scheduling must be organised event by event, not week by week. Staff needs, roles, timeline, briefing, transport logistics: everything is planned assignment by assignment. This guide details how to structure your event scheduling and how Shyfter lets you manage every assignment from A to Z without losing track.

Why event-based scheduling is essential for caterers

A restaurant schedules by week. A caterer schedules by event. This distinction changes everything. Your business does not repeat from one day to the next: each assignment has its own venue, hours, constraints and team. A Saturday wedding in the countryside with 200 guests requires 25 people. A corporate buffet on a Tuesday in the city needs 6.

Classic weekly scheduling does not work in this context. You need an event view that brings all the information together in one place: how many people, what profiles, what time, where, with what equipment.

Anatomy of an event: the components to plan

The client brief

Everything starts with the brief: number of guests, type of service (plated, buffet, cocktail, gala dinner), venue, start and end times, dietary requirements. These details directly determine your staffing needs.

Plated service for 150 guests requires more servers than a buffet for 200. A cocktail dinner needs versatile profiles capable of circulating with trays for four hours. Each format has its staff-to-guest ratio.

Required roles

A catering event mobilises varied profiles, each with specific skills:

Head chef: production supervision, plating, quality control
Cooks: preparation in the central kitchen and/or on site
Head waiter: service coordination, client interface
Servers: table service, cocktail, buffet
Bartenders: cocktail bar, drinks service
Kitchen porters: dishwashing, cleaning
Drivers/delivery staff: transport of equipment and food

The event schedule must specify exactly how many people are needed per role. A forgotten kitchen porter slows down the entire service. One fewer server reduces service quality.

The event timeline

Every event follows a timeline that extends well beyond the service hours:

Day before or morning of: preparation in the central kitchen (setup, cooking, plating)
4-2 hours before: loading vehicles, transport to the venue
2-1 hours before: on-site setup (table setting, buffet setup, equipment check)
Service start
Service end + teardown and cleaning
Reload, return to base, storage

Your schedule must cover this full span. A server who starts 30 minutes before service begins is too late. A driver who departs with 90 minutes to drive but only 60 minutes in hand is a problem.

Structuring event scheduling in 5 steps

Step 1: create the event file

As soon as an order is confirmed, create a centralised event file. It groups all key information: date, venue, type of service, number of guests, menu, specific constraints (venue access, mandatory delivery times, equipment to provide).

This file is the single reference for everyone. With Shyfter, each event is a distinct project in the schedule, with its own dashboard.

Step 2: define staffing needs

Start from the type of service and the number of guests to calculate your needs. Commonly used ratios in the profession:

Plated service: 1 server per 10-12 guests
Buffet service: 1 server per 20-25 guests
Cocktail dinner: 1 server per 15-20 guests
On-site cooking: 1 cook per 30-40 guests
Kitchen porter: 1 per 60-80 guests
Bar: 1 bartender per 50-60 guests (with cocktails: 1 per 30-40)

These ratios are starting points. Adjust based on menu complexity, venue layout and expected service level.

Step 3: assemble the team

Once needs are defined, assemble the team. Start with available temporary workers in the pool. Check skills: a temporary worker who has never done plated service should not be assigned to a 200-guest wedding for their first event.

Send assignment proposals by notification. Temporary workers confirm or decline from their phone. Always plan 10-15% margin: if you need 20 servers, propose the assignment to 23-25 people. Last-minute cancellations are the norm in this sector.

Step 4: plan logistics

Staff alone is not enough. Each event needs equipment (crockery, chafing dishes, tablecloths, décor elements), refrigerated vehicles for food transport and sometimes furniture. The event schedule must include logistics: who loads, who drives, which vehicle, which route.

Step 5: brief the team

A clear briefing before each event makes the difference between smooth and chaotic service. The briefing covers:

The exact venue, with directions and parking information
Arrival time (not service start time)
Menu and service flow
Client-specific instructions (allergies, protocol, particularities)
Each person's exact role
Dress code

Distribute this briefing via the mobile app at least 48 hours before the event.

Common pitfalls in event scheduling

Underestimating setup and teardown time

Service lasts 3 hours. The team's working day lasts 10. Setup, transport, installation, teardown and the return journey often take more time than the service itself. If your schedule only covers service hours, you systematically underestimate your staff costs.

Forgetting Dimona declarations

Each temporary worker engaged for an event requires a Dimona (Belgian employee registration system) declaration. For an event with 50 temporary workers, that is 50 individual declarations. Process them manually and you risk omissions — and each omission means a fine.

Planning with no margin

A caterer who plans too tightly puts themselves at risk. A temporary worker cancels the day before. Traffic delays the transport. The client adds 20 guests at the last moment. Always have a Plan B for critical positions.

The role of Shyfter in event scheduling

One event = one project

In Shyfter, each event is a distinct project with its own file: date, venue, team, timeline, notes. You create the event, define the positions and hours, then fill positions from your temporary worker pool.

Consolidated calendar view

The calendar view displays all your events on a single screen. You immediately spot busy weekends, potential conflicts and quiet periods. Essential for anticipating the wedding season and year-end peaks.

Notifications and automatic confirmations

When you propose an assignment to your temporary workers, they receive an instant notification. They confirm or decline with one tap. You track the fill rate of each event in real time. No more calling 30 people one by one.

On-site clocking

On the day, each team member clocks in and out from the mobile app, with geolocation. Hours are recorded automatically and linked to the event.

Cost tracking per event

Shyfter aggregates hours worked per event and calculates the associated staff cost. You compare this cost to the budget in the client quote. Essential for managing your profitability event by event.

Request a demo

FAQ

How do you calculate the number of servers needed for a catering event?

The ratio depends on the type of service. For plated service, count 1 server per 10-12 guests. For a buffet, 1 per 20-25. For a cocktail dinner, 1 per 15-20. Adjust based on menu complexity, venue layout and expected service level. Always plan 10-15% margin to absorb the unexpected and cancellations.

How far in advance should you assemble the team for an event?

For a standard event, start recruiting 2-3 weeks in advance. For a large event (100+ guests) or during peak season, move to 4-6 weeks. The best temporary workers are booked early. The later you leave it, the more likely you are to work with less experienced profiles.

Can you manage event scheduling for a caterer with Excel?

It is possible for a low volume (1-2 events per week). Beyond that, Excel shows its limits: no notifications to temporary workers, no real-time confirmation tracking, no automatic Dimona (Belgian employee registration system) declarations, no integrated clocking, high risk of double-booking a temporary worker across two simultaneous events. Dedicated scheduling software becomes essential once your business exceeds 3-4 events per week.

Other guides on the catering profession

Ready to transform your workforce management?

Shyfter is more than a scheduling tool. It's a complete workforce management solution designed to save you time.

Request a demo