Every year, hospitality operators hit the same hurdle: holiday staffing. The run to Christmas and New Year’s brings plenty of bookings and big expectations, but it also tests your roster, your team, and your patience. Get your planning right, and there’s room for a season full of packed services, smooth shifts, and a team that feels looked after. Leave it to the last minute, though, and you’re setting yourself up for a headache that could stretch well into the new year.

So, what makes a smart, fair roster for the festive rush? Here’s the roadmap—built from experience and designed to help owners and managers across the country put together a plan that works for everyone.

The 4-Week Rule: Lock It In Early

If you’re wondering how far ahead to post your Christmas and New Year roster, the answer is simple: at least four weeks in advance. For most venues, that means now is the time. When staff know their shifts a month ahead, they can plan family commitments, travel, and even much-needed downtime. Early notice builds trust—and it dodges the scramble for swaps when December rolls around.

Not only does this make life easier for your team, but it keeps you compliant, too. Under the Hospitality Industry (General) Award, employees must be provided adequate notice of their roster changes. Late publication can lead to disputes, unhappy staff, and even violations you don’t want to deal with during your busiest month.

Build Your Roster Strategically

A good roster is more than just filling gaps; it’s about matching labour to demand and making sure every shift has the right mix of skill, energy, and experience.

• Use Your Booking Data: Start by forecasting your expected covers based on prior years. Which nights fill up fastest? Are there corporate bookings locked in? Consider school holiday patterns and local events that impact foot traffic.
• Balance the Team: Each shift needs a blend of seasoned hands and juniors. Those busy Christmas Eve and New Year’s services should have your “A-team” on the floor—your most reliable, fast-moving, and customer-savvy staff. But don’t overlook the value of pairing juniors with veterans, either. It helps new staff learn and keeps service humming when things get busy.
• Upgrade for the Big Nights: For nights like NYE, build your best squad. Roster your highest performers and reward them for picking up these shifts, whether it’s with a bonus, post-service meal, or preference for time off on another date.

Fairness and Morale: Make the Roster Work for Everyone

Nothing sinks morale faster than the sense that a few staff carry all the hard shifts while others coast through the season. Share out those less-desirable spots—Christmas Day, Boxing Day, New Year’s morning—so your team sees you value fairness.

• Rotate High-Demand Shifts: Use a system that rotates public holiday and opening/closing duties each year. Staff remember if they worked every big event last December—show you’re paying attention and mixing things up.
• Ask, Don’t Assume: At the start of the season, ask everyone for their preferred days off, but be up-front that not every request can be filled. Open dialogue goes a long way toward goodwill.
• Recognise Effort and Flexibility: Whether it’s a meal after a big shift, vouchers, or a heartfelt thank-you, looking after your hard-working staff pays off in loyalty and energy on the floor.

Keep Burnout and Compliance Top of Mind

• Watch Your Hours: Avoid “clopen” shifts (closing late and opening early) whenever possible. Give everyone proper rest between shifts, and encourage staff to flag if they’re feeling stretched.
• Check Your Award Rates: Public holidays mean penalty rates—don’t get caught out. Use your payroll system or award guides to double-check rates for Christmas Day, Boxing Day, and New Year’s Day, and make sure you’re covered for minimum shift lengths and notice periods.

Digital Rostering: Save Time and Reduce Errors

A spreadsheet can assist with rosters, especially with all the award complexities and real-time changes. Tools platforms are available to make it easier to create, share, and adjust rosters, all while helping manage penalty rates and track availability. You can also hire a consultant like Imagine Collective to review your labour and set up platforms for you, while they also track sales and identify opportunities to save cost on labour and create a well-oiled machine roster. Your staff can see their shifts (and request swaps) on their phones—less confusion, fewer last-minute texts, and a lot less admin stress for you.

Communication is Everything

Once you’ve published the roster, don’t just hit “send” and call it a day. Gather the whole team for a meeting. Walk through the schedule, confirm expectations, and talk about upcoming promos or menu changes. Give staff the chance to ask questions, and let them know you value their flexibility and commitment.

A little planning, plenty of communication, and a fair, transparent approach make for a roster that holds up under the heat of the busiest time of year. With a motivated, well-prepared team, you’re set to handle the rush—no matter how many covers the holidays throw your way.

Need help optimising your labour costs this Christmas without sacrificing service? Contact us for a P&L, menu development and labour review, and let’s build a smarter staffing strategy.