Count positions before you count people
Start at the car park or drop-off point and follow the route to the entrance, seating and facilities. Mark where someone needs to stay in position and where a steward could move between tasks. Include accessible entrances and any places where guests are likely to stop and ask for help.
Plan for the busiest window
Two events with the same attendance can need different cover. Guests arriving over several hours put different pressure on an entrance from guests arriving just before a performance. Give your supplier the timing of doors, intervals and departures as well as the total expected attendance.
Agree how the team will work
Review the proposed positions with the venue and confirm who briefs the team, who receives reports and who can move people if demand changes. Include breaks and handovers. Where the event also needs security, make the handoff between the teams clear before guests arrive.
What to include in your enquiry
- Venue plan, expected attendance and entrance locations
- Doors, start, interval and departure times
- Accessibility arrangements, fixed positions and your event contact
