There is no single number. Anyone who tells you “one guard per 100 guests” as a fixed rule is guessing, and the right figure for your event could be well above or below it. What you need depends on the venue, the crowd and the risks, and the sensible way to arrive at it is a short risk assessment.
What decides the number
- The venue: its size, layout, number of entrances and exits, and any conditions on its premises licence. Some licences set a minimum number of door supervisors.
- Attendance: how many people are expected, and whether the event is ticketed, invite-only or open to the public.
- The type of event: a corporate dinner, a private party, a gig and a street festival all behave differently.
- Alcohol: events where drink plays a big part usually need more staff.
- The crowd: a lot of children or vulnerable guests changes what you need.
- Known risks: past incidents, disputes, high-profile guests, or a current threat level.
- The job itself: searching bags, checking tickets and removing people are different tasks from guiding people to their seats.
Door supervisors and stewards are not the same
Security staff who screen entry, search people or eject them are carrying out licensable activities, so they must hold an SIA door supervisor licence. Stewards can help with crowd flow, directions and general safety, but they cannot do those tasks. Many events need a mix, so the question is not only how many people, but which roles.
Ratios that people quote
You will see ratios in guidance, and they are best treated as starting points. For large events, council guidance in one local authority’s event management plan template, published by Lichfield District Council, refers to the Guide to Safety at Sports Grounds suggesting at least one steward for every 250 participants at events over 1,500 people. It says the ratio should rise to 1 in 100 or more where the risk assessment calls for it, for example with many children present or where alcohol sales are central. Another security firm, Westminster Security, makes the same point from the supplier side: there is no rule of thumb, and generic ratios are almost always wrong for a particular event.
In practice, your local authority, licensing officer or venue may set requirements of their own. Ask them early.
A simple way to work it out
- List every entrance, exit and area that needs watching, and note which ones need a person on them for the whole event.
- Decide which tasks need a licensed door supervisor and which can be covered by stewards.
- Add staff for peak times, such as arrival and the end of the night, and for breaks, so that nobody has to leave a post unmanned.
- Add a team leader if there are more than a few officers, so someone can make decisions and talk to you.
- Check the total against any licence conditions and your insurer’s requirements.
Getting advice for your event
Tell us the venue, date, expected numbers and what kind of event it is, and we will suggest a team that fits, with the reasoning behind it. Costs follow from the numbers, so you may also find our guide to what event security costs useful. See our event security page or request a quote.