Draw the guest journey before the decoration plan
Mark where guests arrive, where vehicles may go and the entrance you intend them to use. Then connect the marquee to toilets, the main building and any separate activities. A lovely interior still needs a workable route through the rest of the Peterborough event site.
Ask the venue or landowner which areas may be used and whether other activities share them. Confirm who manages parking or arrivals where that is required. This guide does not allocate a parking capacity or state how many toilet facilities a particular event needs; discuss the actual event with the responsible providers.
Use a guest journey worksheet
| Area | Decisions to agree |
|---|---|
| Arrival instructions | The correct entrance, venue directions and any restrictions guests need to know. |
| Drop-off and parking | Permitted locations and a route that fits the guests’ access needs. |
| Toilets | The available facilities, their provider and the route throughout the event. |
| Wayfinding | Which decisions need a sign or a person, including after dark. |
| Departure | Collection points and how the route works when suppliers begin clearing. |
Keep guest routes and service work coordinated
Bring deliveries, catering movements and collection into the same plan. If a route is shared, ask the venue and suppliers how timing and access will be managed. Do not send guests through an installation area or a supplier working space simply because it is the shortest route.
Consider guests who arrive later, leave early or need a shorter journey. A route that works at the start of the day may change when darkness falls, furniture moves or the weather affects the ground.
Check before sharing directions
Use the confirmed site plan to prepare guest information. Make sure the sign positions, lighting and named contact reflect the actual arrangements. Record who checks the route before arrivals and who is told if it changes. Keep access needs and the agreed weather plan alongside this worksheet.