How to prepare your hospitality team for events and peak seasons

Events and holiday seasons are great for business. More bookings, more foot traffic, and more energy. But they also come with added pressure. Keeping things running smoothly when things get busy isn’t always easy and if your team isn’t ready, even a small hiccup can snowball fast.

Whether you're managing a cafe or hiring hospitality event staff for a big event, preparing your team ahead of time can make all the difference. It’s about having the right people in the right place, with a solid plan to back them up.

So, how do you get your staff ready for the busy season ahead? Let’s break it down.

1. Forecast demand and staff accordingly

If in doubt, always start with data. Your past peak periods (public holidays, corporate Christmas parties, big sport weekends) can tell you a lot about what’s coming. Look at last year’s numbers:

• When did things ramp up?
• What roles were most in demand?
• Where were the pain points?

Once you have a clearer picture, you can hire hospitality staff based on projected demand instead of scrambling at the last minute. And if you’re using a platform like Sidekicker, you can easily scale your team up or down depending on what’s happening that week.

Pro tip:

Start recruiting early. Hospitality recruiting gets competitive in peak seasons, so the earlier you start shortlisting reliable workers, the better your roster will look when it counts.

2. Cross-train your core team

Even the most fine-tuned roster will face changes such as last-minute sick calls, shift swaps, and unexpected busy surges. One way to stay flexible is to cross-train your hospitality staff.

If your baristas can also take orders, or your front-of-house team can clear tables during a rush, you’re building in flexibility. And that flexibility reduces stress for everyone on shift, especially when you’re short by one or two people.

Make cross-training part of your prep phase, ideally 2–3 weeks out from peak. Keep it simple and focused on your biggest pressure points.

3. Improve your onboarding

If you’re bringing in hospitality event staff, especially short-term or temporary hires, you want them to hit the ground running. A smooth, clear onboarding process makes a huge difference.

This doesn’t have to be a 20-page handbook. Think:

• A quick walk-through of your venue or layout
• Key service standards or expectations
• What to wear, bring, and know on Day 1
• Who to report to and how to ask for help

Use checklists, short videos, or visual guides if you can. The goal is to set people up for success from shift one, especially if they’re new to your venue or team.

4. Set clear expectations early

When things get busy, communication can break down fast. That’s why it’s super important to set expectations before you’re in the thick of it.

Have a team meeting (or two) ahead of the peak period. Cover things like:

• Expected arrival times and roster commitments
• Dress code or appearance standards
• Customer service expectations
• Emergency procedures and escalation points

And if you’re working with casual staff or hiring through a hospitality staff hire platform, make sure those expectations are part of the job brief or pre-shift message.

5. Better your rostering (without burning anyone out)

Smart rostering is about making sure you have the right people in the right roles, at the right times. Use scheduling tools that let you track availability, preferences, and past performance, especially for casual or temporary staff. That way, you can match peak periods with your top performers, and give newer team members support when they need it.

Also: build in rest. Burnt-out staff will mean poor service, higher turnover, and more sick calls. It’s better to have a rotating pool of hospitality staff you can trust than to lean too hard on one or two people for every shift.

6. Use tech to stay one step ahead

Tech can’t pour drinks or carry 3 plates at once, but it can save you time on the back end.

Before peak hits, check your systems:

• Is your POS fast and easy to use?
• Can your team split bills, print receipts, or run tabs without delays?
• Are your booking systems integrated with rostering?
• Do you have access to real-time updates for shift changes or late arrivals?

If you’re using Sidekicker, you can also track staff performance and fill last-minute shifts in just a few clicks, no frantic group texts required.

7. Foster a positive team culture (especially when it’s busy)

Peak periods can bring out the best or the worst in people. How your team copes under pressure often comes down to the culture you’ve built.

Make time for team check-ins, even if it’s five minutes before or after a shift. Celebrate wins, big and small. Say thanks. Shout coffee. Create space for feedback.

And if something goes wrong (which it inevitably will), lead with problem-solving, not blame. Your team will mirror your attitude, especially casual staff or new hires who are learning on the go

8. Build a pool of trusted hospitality staff

When you're hiring again and again for events, weekends, or peak periods, the last thing you want is to start from scratch every time. That’s where building a trusted pool of temporary hospitality staff makes a big difference and where Sidekicker really shines.

With Sidekicker, you’re building a reliable, high-performing team over time. After each job, you can rate workers and add your top performers to a “favourites” list. These are the people who’ve shown up on time, nailed the brief, and brought the right energy to the job. 

So next time the calendar fills up, you’re not scrambling, you've got a go-to crew who already know your expectations, your space, and your service style.

Plus, because Sidekicker uses real-time data, it’s easy to see who’s available, who’s worked with you before, and who’s earned top ratings across the platform. You’re not just hiring fast—you’re hiring smart.

No more guesswork. No more repeat onboarding. Just reliable staff when and where you need them.

9. Debrief after the rush

Once the season winds down, don’t pack up and move on right away. Take stock. What worked? What didn’t? What felt chaotic, and what flowed?

Ask your team for feedback too, especially those on the ground. You might find small insights that lead to big improvements next time. Think of it as part of the cycle, not just the wrap-up.

Peak seasons and big events can be chaotic, but they don’t have to be a nightmare. With the right prep, clear expectations, a reliable crew, and some smart tech on your side, you’ll be in a much stronger position to deliver great service (and keep your sanity intact).

Whether you're planning to hire hospitality staff for the summer rush, bring in extra hospitality staff for an event, or just need a better hospitality staff hire process, Sidekicker makes it easy.

Ready to build a team that can thrive under pressure? Learn more about Sidekicker’s hospitality staffing solutions.

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