> For the complete documentation index, see [llms.txt](https://help.modelreef.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.modelreef.io/use-cases/hospitality-and-events-functions-events-venues/staffing-rosters-for-events.md).

# Staffing Rosters for Events

This guide explains how to model staffing rosters and labour cost for events, functions and venue hires in Model Reef.

You will:

* Define event specific roles and roster patterns by venue and event type.
* Convert rosters into hours, headcount and labour cost over time.
* Link staffing to event volumes, service standards and seasonality.
* Use scenarios to test roster models, wage changes and event mixes.

Model Reef is not a rostering or timesheet system. It models planned staffing at a level suitable for financial forecasting, not individual shifts in an operational system.

{% hint style="info" %}
Model Reef models planned staffing for forecasting and decision-making, not operational shift-level rostering.
{% endhint %}

## When to use this pattern

Use this pattern when:

* Labour cost is a major component of event profitability.
* Staffing requirements vary significantly by event type and size.
* You want to connect rosters to revenue, margin and cashflow.
* You need to evaluate different staffing strategies before implementing them.

It can be combined with:

* Event and Function Profitability Model
* Seasonal Revenue Planning
* Venue Level Forecasting Pack
* Build a Staffing Cost Model

## Architecture overview

Event staffing modelling uses:

* Role structure
  * Roles per venue and event type.
  * Distinctions between front of house, back of house, bar, security and management.
* Roster drivers
  * Hours per role by event and event size.
  * Day part and day of week patterns.
  * Seasonality and event specific uplift.
* Cost and timing
  * Hourly rates, loadings and on costs.
  * Casual versus permanent staff mixes.
  * Payment frequency and delays.
* Scenario logic
  * Alternative roster templates.
  * Wage rate and loadings changes.
  * Event mix and service level changes.

{% stepper %}
{% step %}

### Step 1: Define roles and staff variables by venue and event type

List the roles required for your events, such as:

* Event Manager
* Front of House staff
* Bar staff
* Chefs and kitchen staff
* Event set up and pack down crew
* Security

For each venue and event type, create Staff variables, for example:

* Staff - Venue Ballroom - Weddings - Front of House
* Staff - Venue Ballroom - Weddings - Bar
* Staff - Venue Ballroom - Corporate - Event Manager

These variables will hold the cost and timing behaviour for each role.
{% endstep %}

{% step %}

### Step 2: Build roster drivers per event and per role

In the Data Library, define roster drivers such as:

* Base Hours per Event per Role for a standard event of a given size
* Incremental Hours per Additional Guest or per additional guest band
* Setup and pack down hours per event
* Additional staffing for special formats or VIP events

Combine these with event drivers from the Event and Function Profitability Model to compute:

* Total Hours per Role per Event Type per Period
* Headcount equivalents if you want to approximate number of staff

Example formula:

* Hours per Period = Events × Base Hours per Event + Events × Guests per Event × Incremental Hours per Guest

This yields period-level labour hours for each role.
{% endstep %}

{% step %}

### Step 3: Attach wage, loading and on cost assumptions

For each Staff variable, attach cost drivers including:

* Base Hourly Rate
* Weekend and public holiday loadings
* Evening or late night loadings if applicable
* On Cost Percentage for tax and benefits

Compute labour cost using formulas such as:

* Wage Cost = Hours × Effective Hourly Rate
* Total Staff Cost = Wage Cost × (1 + On Cost Percentage)

If using a mix of casual and permanent staff, either:

* Model each group as separate staff variables with different rates, or
* Use weighted average rates and on costs
  {% endstep %}

{% step %}

### Step 4: Reflect payroll timing and cashflow

Use timing settings on Staff variables to reflect payroll cycles, for example:

* Weekly, fortnightly or monthly payments
* Short delays between accrual and cash payment

This will:

* Record staff costs in P\&L in the period events occur
* Create short term payables where payment lags event dates
* Show payroll cash outflows in the Cashflow Statement and Cash Waterfall

Check that timing matches your actual payroll processes.
{% endstep %}

{% step %}

### Step 5: Use scenarios for roster, wage and event mix changes

Clone the base model into scenario models to explore:

* Different roster templates for the same event type
* Changes in service standard (for example more staff per guest)
* Wage increases due to awards, inflation or negotiation
* Different event mixes (e.g., more corporate events and fewer low-value events)

In each scenario, adjust:

* Hours per event and per guest assumptions
* Wage and loading rates
* Event drivers and mix assumptions
* Seasonality patterns used in roster drivers

Compare scenarios using:

* Labour cost per event and per guest
* Labour percentage of event revenue
* Venue and group level EBITDA and margins
* Cashflow impact of payroll changes
  {% endstep %}
  {% endstepper %}

## Check your work

* Roster based hours reflect realistic staffing patterns for sample events.
* Wage rates, loadings and on costs match your actual cost structure.
* Scenario changes produce plausible labour cost outcomes.
* Outputs are useful for discussion between finance, operations and HR.

## Troubleshooting

<details>

<summary>Labour cost appears too low or high compared to history</summary>

Recheck hours per event, wage rates and on costs, and ensure all relevant roles are included.

</details>

<details>

<summary>Staff cost does not respond to changes in event volume</summary>

Introduce variable components, such as incremental hours per guest, in addition to fixed staffing per event.

</details>

<details>

<summary>Model becomes cluttered with too many roles and event types</summary>

Group similar roles into families and use representative events for smaller or less frequent formats.

</details>

## Related guides

* [Build a Staffing Cost Model](/how-tos/operations-and-unit-economics/build-a-staffing-cost-model.md)
* [Build a Forecast from Ticker Fundamentals](/how-tos/data-workflows-and-automation/build-a-forecast-from-ticker-fundamentals.md)
* [Tax Logic](/help/financial-outputs-and-valuation/tax-logic.md)
* [Manual Time Series Editing](/syntax/variables-syntax/manual-time-series-editing.md)