Event Staff Facilities Checklist: Accommodation, Toilets, Showers and Dining

When you are planning a large event, the facilities for the people working behind the scenes need just as much thought as the areas used by attendees. Event staff may be on site for long shifts, arrive before guests and remain after the event has finished. To meet HSE legislation, they need suitable places to sleep, wash, use the toilet, eat and take a proper break.

This event staff facilities checklist from Bunkabin is designed for event planners and event coordinators responsible for arranging temporary event accommodation and staff facilities for large-scale events.

EVENT STAFF FACILITIES CHECKLIST AT A GLANCE

Before your event begins, check that you have covered the following:

• Confirm how many event staff need overnight accommodation.
• Check which teams need single, twin or triple sleeper accommodation.
• Confirm how many nights staff will stay, including build-up and breakdown periods.
• Calculate the toilet capacity required for staff.
• Provide suitable shower facilities where needed.
• Plan somewhere for staff to prepare food, eat and take breaks.
• Check the available power supply, water and waste connections.
• Confirm access for delivery vehicles.
• Decide where staff facilities will sit within the event space.
• Allow for likely last-minute changes to staffing levels or the event schedule.

Careful pre-event planning makes it easier to spot gaps before people arrive on site and reduces the risk of having to arrange extra facilities at short notice.

1. HAVE YOU CONFIRMED HOW MANY EVENT STAFF NEED ACCOMMODATION?

Start with the people who actually need to stay overnight rather than the total number of people involved in the event.

Larger events often have production teams, security personnel, caterers, technicians, service staff and other contractors working at different times. Some may only attend during the day, while others could be required on site for several nights.

Your event schedule should therefore show peak overnight occupancy, not just total staffing levels. This will help you work out how many sleeper units are required and how the accommodation should be divided between different teams.

It is also worth checking when each group arrives and leaves. Build crews may arrive several days before the doors open, while breakdown teams may stay after the public event has finished.

• Peak overnight staff number confirmed.
• Arrival and departure dates confirmed.
• Teams requiring accommodation identified.

2. HAVE YOU CHOSEN THE RIGHT SLEEPER CABIN CONFIGURATION?

Once you know how many people need accommodation, decide how that capacity should be arranged.

Bunkabin sleeper units are available in single, twin and triple configurations, so one person does not necessarily mean one cabin. The right mix will depend on the make-up of your team, the level of privacy required and the way different crews are working across the event.

For example, some senior staff or people working unusual shift patterns may benefit from single occupancy bespoke units, while twin or triple units may be appropriate for other teams. Matching the cabin layout to the people using it can help you avoid paying for unnecessary space while still providing a comfortable place to rest.

• Single, twin and triple occupancy needs checked.
• Privacy and shift patterns considered.
• Sleeper allocation recorded before arrival.

3. HAVE YOU PROVIDED ENOUGH TOILETS FOR STAFF?

Staff need reliable access to suitable toilets throughout the event, including during setup and breakdown when permanent venue facilities may be closed or unavailable.

The Health and Safety Executive's guidance on employee welfare at events states that event organisers should provide adequate welfare facilities for employees, including toilets and washing facilities.

Check what already exists at the venue, but make sure those facilities will actually be available to your team for the whole period they are on site. If not, additional toilet blocks may be required.

Bunkabin's toilet blocks offer a more substantial staff facility than relying entirely on basic portable toilets, particularly for events where crews are working and staying on site for several days.

You should also think about where the toilets are positioned. They need to be easy for staff to reach without creating unnecessary foot traffic through sleeping or dining areas.

• Existing staff toilet provision checked.
• Additional capacity arranged where required.
• Toilet access maintained throughout the event schedule.

4. DO EVENT STAFF NEED SHOWER FACILITIES?

Whether showers are needed will depend on the event, the work being carried out and how long staff are staying on site.

For a multi-day outdoor event, teams involved in physical work during the build, live event and breakdown may need access to showers as part of the welfare setup. Existing venue facilities may not provide enough capacity, particularly where large numbers of people finish shifts at similar times.

Bunkabin's portable shower units are designed for temporary sites and can be positioned alongside sleeper accommodation and other welfare facilities.

As part of pre-event planning, check the water supply, waste arrangements and likely peak demand. A shower block that is suitable for a small team may not be enough if several crews finish at once.

• Existing shower facilities checked.
• Peak demand considered.
• Water and waste connections planned.
• Shower location agreed in relation to the sleeper area.

5. WHERE WILL EVENT STAFF EAT AND TAKE THEIR BREAKS?

A well-run event needs somewhere suitable for staff to eat, sit down and spend their breaks away from active work areas.

Do not assume that food vendors serving attendees will also meet the needs of your staff. They may not be open during early build periods, overnight shifts or the final stages of breakdown. Some teams may also need access to simple food preparation facilities throughout the day.

Bunkabin's Junior Diner provides kitchen facilities and seating for up to eight people, giving event staff a dedicated space to prepare food and take a proper break.

For larger events, staffing levels and break patterns will affect how much dining space is needed. Staggering breaks can reduce peak demand, but the capacity still needs to be realistic for the way the team is working.

• Dedicated eating and break space planned.
• Seating capacity checked.
• Food preparation needs considered.
• Break times factored into the event schedule.

6. HAVE YOU CHECKED POWER, WATER, WASTE AND SITE ACCESS?

Temporary staff facilities need the right services and enough space to operate properly. These practical details should be confirmed before delivery. This will allow your units to be connected upon arrival. When services are in place, our cabins can be up and running within around an hour of arrival on site.

Check:

• Is there is available power supply for sleeper cabins and welfare units.
• Is the water supply in place?
• Waste management has been planned.
• HGV access is ready for the proposed accommodation area.
• there is enough space for the full layout.
• ☐ Workers can move safely between sleepers, toilets, showers and diners.

The HSE's event safety guidance recommends considering the size, location and duration of an event as part of the planning process. Those same details affect the layout and scale of the facilities your staff will need.

Clear access routes are particularly important for an outdoor event, where temporary fencing, equipment, vehicles and changing ground conditions can all affect the available space. You should identify potential issues such as trip hazards before the units are positioned and make sure clear signage is used where staff need direction around the site.

7. HAVE YOU ALLOWED FOR LAST-MINUTE CHANGES?

Even with careful planning, event schedules change. Staffing levels can increase, contractors may need to stay longer than expected and existing venue facilities can become unavailable.

Your contingency plans should focus on the changes that are reasonably likely to affect staff provision rather than ordering large amounts of spare capacity without a clear reason.

Regular communication between event coordinators, team leaders and suppliers can make all the difference. If an extra security team is added, a breakdown period is extended or another group suddenly needs overnight accommodation, the earlier this is identified, the more options you are likely to have.

For complex or larger events, it is useful to nominate one person to track changes to staff numbers, accommodation allocations and welfare requirements so that key details are not lost between different teams.

• One person responsible for facility changes identified.
• Staffing changes communicated quickly.
• Contingency plans reviewed before the event begins.

FINAL PRE-EVENT STAFF FACILITIES CHECK

Before staff arrive, run through the complete checklist one final time.

Accommodation

• Staff numbers confirmed.
• Sleeper allocation complete.
• Arrival and departure dates checked.
• Any last-minute accommodation changes reported.

Toilets and showers

• Toilet capacity confirmed.
• Shower requirements confirmed.
• Water and waste connections ready.
• Staff know where the facilities are located.

Dining and breaks

• Eating and break space ready.
• Kitchen or food preparation arrangements confirmed.
• Seating capacity checked against staffing levels.
• Break schedules account for the available space.

Site logistics

• Delivery access clear.
• Power supply ready.
• Unit locations marked.
• Safe routes between facilities checked.
• Any last-minute changes communicated to the relevant teams.

ARRANGE EVENT STAFF FACILITIES WITH BUNKABIN

Bunkabin supplies temporary accommodation and welfare facilities for events for events across the UK, including sleeper cabins, toilet blocks, showers and diners.

Our team can discuss your event staff numbers, dates, site access and welfare requirements before recommending a suitable combination of units. This can help you bring the main staff facilities together in one planned area rather than arranging each requirement separately.

To discuss your event requirements, call Bunkabin on 0345 456 7899 or complete our online enquiry form to request a quote.