Hosting and events
Write arrival instructions guests can follow
Clear arrival instructions cut down on texts on the day. Give the venue name, what guests will see on arrival, where to park, how to reach the entrance and a contact name. Note any accessible route that differs from the main one.
A text to start with
Write arrival instructions for a private event at [Venue Name] in [City]. Guests should park in the adjacent lot on [Street Name] and enter through the side gate on the east side of the building, because the front door will be locked. An accessible entrance with a ramp is at the back, reachable from the accessible parking spaces in the same lot. The contact on the day is [Name] at [phone placeholder]. Leave out the full venue address, since I'll share it privately.
Example request. Change the details to fit your situation.What to check in the instructions
Walk through the instructions once as a guest arriving by car and once as a guest arriving by transit, and see whether both routes are clear. Confirm the side gate and accessible entrance with the venue before sending, since access arrangements change. If guests need to alert someone when they arrive at the accessible entrance, say so plainly. Every guest will see the contact number you include, so make sure that person agrees to share it.
Distributing the instructions
Send the version without the address through your usual channel, then share the full address with the intended guests privately or through a password-protected link. If one contact person cannot handle all arrival questions at a large event, name a backup. Add the venue's actual layout details to make the instructions more specific.