Walk-Through Requirements for Event Staff: Pre-Event Checklist

Why Pre-Event Walkthroughs Matter

Pre-event walkthroughs transform staff from people who received instructions into people who understand the venue and their role. A staff member who has physically walked the venue knows where to find restrooms, where registration stations are located, where the bar is set up. This spatial knowledge prevents confusion during the event when staff need information quickly.

Walkthroughs also surface unexpected venue characteristics that written instructions don't capture. Maybe the registration desk is further from the entrance than you expected. Maybe the bar station has limited electrical outlets. Maybe the main restrooms are on a different floor than backups. Real-world venue details only become apparent when you walk the space with fresh eyes.

Finally, walkthroughs build team cohesion and confidence. Staff who've toured the venue together, met their teammates, and received clear instructions from leadership enter their shifts with confidence rather than anxiety. Confidence directly translates to better guest interactions and professional event execution.

Timing Your Pre-Event Walkthrough

Schedule walkthroughs during setup time, ideally 45-60 minutes before guests arrive. Staff have arrived and checked in, but the event hasn't started. This timing allows leadership to give the full venue tour without guest interruptions. Everyone sees the space in actual setup configuration—tables positioned, decorations in place, technology tested.

For larger events with multiple staff arriving at different times, conduct multiple walkthrough sessions so each staff member gets orientation. Don't wait for everyone to arrive; that's inefficient. Instead, conduct walkthroughs for early arrivals, then again for later arrivals. Ensure every staff member experiences the full walkthrough.

If staff arrive too early for full walkthroughs, conduct abbreviated versions showing just critical areas. Then do a more complete walkthrough with all staff 30 minutes before guests arrive. Two quick walkthroughs ensure everyone gets full information while accommodating staggered arrival times.

Venue Tour: Essential Areas to Cover

Begin by gathering staff in a central location and orienting them to the overall space. Show how different zones relate to each other. For events spanning multiple rooms, clarify which staff work which rooms and how to transition between them. Create a mental map of the event space in everyone's mind.

Walk to every entrance and exit. Point out main guest entrance, secondary entrances, and emergency exits. Explain the expected guest flow—which entrance guests primarily use, whether secondary entrances open later, where queues might form. Staff understanding guest flow helps them manage crowd movement and answer guest questions about routing.

Tour all restroom locations, including staff restrooms if different from guest restrooms. Staff need to know bathroom locations for their own breaks. Pointing out both main and backup restroom areas prevents staff sending guests to overloaded facilities when alternatives exist nearby. Include information about any restroom issues—plumbing problems, limited paper towels, cleaning schedules.

Visit all food, beverage, and supply areas. Tour the bar setup showing where bottles, glasses, and supplies are located. Show the kitchen or server station where food is plated. Show where additional linens, napkins, and supplies are stored. Staff who understand supply locations can restock stations without asking directions during busy periods.

Station-Specific Instructions

Bring staff to each station where they'll work and explain specific setup and operations. If staff will staff registration, walk them through the exact registration desk setup, explain which staff sits where, show them the guest list system, point out the materials they'll need (pens, badges, registration papers, packages).

For service staff, walk the path they'll travel delivering food or drinks. Show them the service kitchen, explain the service pattern—which guests get served first, whether they serve from left or right, how they handle special requests. Show how the path avoids congestion with other staff and minimizes disruption to guests.

Show technology stations and explain operation. Walk through the registration check-in system so staff understands how to look up guests and process check-ins. If video screens display event information, show staff what they are and clarify whether staff should interact with them. If there are audio systems or microphones, show their locations. (See also: Event Staffing Confirmation Checklist.)

Point out position assignments. Show who's stationed where throughout the event. If registration staff float between two areas, walk both areas and explain the movement pattern. If servers work specific quadrants of a ballroom, point out each quadrant. Clear position assignments prevent staff confusion about where they should be stationed.

Safety and Emergency Procedures

Emphasize safety as a primary walkthrough focus. Point out fire extinguishers and explain when they should be used. Identify first aid kit locations. Show staff the emergency eyewash station if your event has one. These safety items seem like small details but they're critical if emergency situations occur.

Explain emergency evacuation routes. Beyond pointing out emergency exits, explain exactly how evacuation occurs. In case of fire, how do staff help guests evacuate? Does staff leave with guests or help last? Where do people assemble outside? Who's responsible for headcount? Clear procedures prevent confusion if evacuation becomes necessary.

Identify the location of your event coordinator and security personnel. Staff need to know exactly who to contact if problems occur. If a guest becomes belligerent, who do they report to? If they observe a security issue, who should they alert? Clear reporting procedures ensure appropriate response to problems.

Point out any hazardous areas. Is there a sunken area staff could trip over? Elevated platform with fall risk? Wet floor where slipping occurs? Electrical cords creating tripping hazards? Pointing out hazards makes staff aware of dangers so they avoid accidents.

Explain procedures for broken glass, spills, or other cleanup situations. Who calls housekeeping if a spill occurs? How quickly does it get addressed? If a glass breaks, who cleans it? Clear procedures prevent safety issues from festering and ensure consistent quick response.

Break Areas and Staff Amenities

Show staff where they can take breaks and store personal belongings. Point out break room, lounge areas, or designated staff spaces. Show where staff can store coats, bags, and personal items securely. Staff who know exactly where they can rest and store things don't take breaks wandering the venue looking for these amenities.

Explain break timing and duration. Tell staff specifically when breaks occur and how long they last. For a four-hour event, are there two 15-minute breaks? One 30-minute break? Break schedule clarity prevents staff taking unscheduled breaks or extending breaks beyond intended duration.

Point out where water, coffee, and snacks are available for staff. If you provide complimentary meals, show where staff meal service occurs. Point out water fountains and explain whether bottled water is available. Staff who understand what's available don't spend break time searching for refreshments.

Explain any restricted areas. Are there VIP-only areas where staff shouldn't go? Are there back-of-house areas off-limits to guest-facing staff? Clarifying boundaries prevents staff accidentally accessing restricted spaces or causing confusion about appropriate areas.

Guest Service and Communication

Explain your event's guest service standards. How should staff greet guests? How should they handle guest questions? What's the tone and demeanor expected? Setting clear service standards ensures consistent experience across all staff members. Show staff the difference between casual festival service and upscale corporate event service.

Explain communication protocols. How do staff contact the event coordinator if they need guidance? Do they use radios, phones, or in-person approaches? Are there specific people to approach or general contact procedures? Clear communication protocols ensure staff can quickly reach needed support.

Point out any information displays or signage that answers common questions. Show where bathrooms are marked. Show any directional signage. Show any displays explaining your event. Staff pointing guests to signs is better than staff being repeatedly asked the same questions. (See also: Event Setup Crew.)

Explain guest flow expectations. Will the event have steady guest arrival or will everyone arrive at once? Will the pace be hectic or relaxed? Setting expectations for pace helps staff mentally prepare and prevents them being surprised by the event's actual rhythm.

Technology and Communication Equipment

Show staff how to use any communication equipment. If you're providing radios, show them where the on button is, how loud volume is, how channels work. Give staff a quick tutorial so they can communicate effectively without embarrassing fumbling on event day.

Explain connectivity issues. Are cell phones reliable in this venue or are there dead zones? Are WiFi networks available for staff? If communication is limited in certain areas, warn staff so they know to move or use alternatives when needed.

Point out any technology staff will directly operate. If servers manage a digital ordering system, show them how it works. If registration staff use a check-in app, walk them through basic functions. Getting staff comfortable with technology before guests arrive prevents guest-facing struggles with unfamiliar systems.

Walkthrough Best Practices

Keep the walkthrough moving. Staff attention spans are limited, especially after traveling and checking in. A 20-30 minute walkthrough is ideal. Shorter walkthroughs of very important items beat long walkthroughs covering excessive detail. Give staff a printed guide they can reference rather than trying to remember everything.

Encourage questions. After explaining each major area, pause and ask if staff have questions. Some people understand better through discussion. Questions often surface concerns you hadn't considered. Creating space for questions improves walkthrough quality.

Follow the walkthrough with a brief written summary. Email or text staff the key information: your contact number, their position assignment, station location, break time, and emergency procedures. Written information serves as a reference if staff forget verbal instructions under event pressure.

Assign specific people responsibility for each staff group. One leader shouldn't try to walk all staff through the entire venue. Divide staff into groups, assign guides to each, and have guides walk their group through all necessary information. Smaller groups move faster and allow more detailed explanation.

Special Considerations for Large Events

For large events with 50+ staff, you might create station-specific walkthrough groups. All registration staff do a registration-focused walkthrough. All servers do a service-focused walkthrough. All bartenders get bar-specific training. This approach provides more detailed instruction for each role.

Use technology to augment walkthroughs. Video recordings showing venue layout help staff understand space. Digital maps on phones show staff where to find specific areas. Augmenting walkthroughs with technology accommodates different learning styles and reinforces verbal instruction.

Prepare Staff for Success Through Walkthroughs

Well-executed walkthroughs transform your event. Staff who understand the venue, know their assignments, understand safety procedures, and feel prepared deliver better guest experiences. Investing 30 minutes in comprehensive walkthroughs prevents problems and builds staff confidence. This small investment returns tremendous value in improved event execution.