Why exact arrival details matter planning for event staffing

When preparing a Wave event staffing proposal, one of the first questions to establish is the exact location and arrival process for staff. This information is essential for calculating an accurate staffing cost and ensuring that every team member arrives at the correct place, on time and ready to work.

A venue’s main postal address is not always sufficient.

Large venues, private estates, exhibition centres and temporary event sites may have several entrances, car parks, loading areas and security points.

Providing staff with a clearly defined arrival location helps prevent delays, missed call times and unnecessary pressure on the event management team.

The information required

To provide an accurate quotation, please confirm the following details:

• The full event address, including the venue name.

• The postcode.

• The specific entrance staff must use.

• The name or description of the entrance, such as staff entrance, service entrance, loading bay, production entrance or reception.

• The exact what3words location for the staff entrance.

• The designated staff parking area or drop-off point.

• Whether parking charges apply.

• The walking distance between parking and the staff entrance.

• Any security, accreditation or registration requirements.

• The name and telephone number of the onsite contact.

• Any access restrictions, road closures or delivery instructions.

• Whether staff need to arrive at a gate, reception desk, security office or briefing area before entering the event space.

This level of detail should be included in the event brief and shared with staff before the event. Event staffing guidance commonly identifies the exact address, entrance, accreditation process and onsite contact as core information that staff need before attending.

Why what3words is useful

what3words divides the world into three-metre squares, with each square given a unique three-word address. This makes it particularly useful for identifying a precise entrance, meeting point, car park or temporary event access point.

For example, a venue may have the following details:

Staff arrival point: Service Entrance, West Gate Postcode: OX1 1AA what3words: ///example.location.staff

Arrival instruction: Enter via the service road, report to security and advise them that you are event staffing personnel. Do not use the public entrance.

Staff can enter the three-word address into the free what3words app and select “Navigate” to obtain directions through a preferred navigation app.

The what3words reference should identify the actual point where staff need to arrive, rather than simply the centre of the venue or the nearest public entrance. Where relevant, separate references should be provided for:

• Staff entrance.

• Staff car park.

• Loading or unloading area.

• Registration or accreditation point.

• Event briefing location.

• Emergency assembly point.

Using precise location references is also helpful when communicating emergency exits, assembly areas and medical facilities during an event.

How this affects the cost

Accurate arrival information can directly affect the staffing quotation.

For example, additional time or costs may need to be considered where:

• Staff must arrive significantly earlier to complete security checks.

• The venue requires accreditation or registration.

• Parking is unavailable or expensive.

• Staff must walk a considerable distance from the car park.

• The site is rural, temporary or spread across multiple access points.

• Staff need to unload equipment, uniforms or supplies.

• The event requires a separate briefing before the main shift.

• Public transport options are limited.

• The entrance is difficult to locate or has restricted opening times.

If staff are required to arrive early but this time is not included in the paid shift, the staffing company may need to account for additional coordination, travel, parking or waiting time within the quotation.

Clear location information allows these factors to be identified before the price is issued.

A precise entrance reference is therefore not simply an administrative detail. It supports accurate pricing, staff punctuality, smoother venue access and a more professional experience for both the client and the event team.

www.wavestaffing.co.uk

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