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The Event Parking Checklist
The Event Parking Checklist
To get fans parked, you gotta keep them moving. Here's how.
Recently, we sat down with Michael Rescigno to get a better understanding of the true ‘ins and outs’ of event parking. Uncovering this largely unknown territory wasn’t a stretch for our SVP of Account Management. During his years as a parking professional, Michael was instrumental in operational plans for Levi’s Stadium, Avaya Stadium, Oracle Park, and Chase Center. And in true operational style, he not only provided us with a summary – he gave us the ultimate checklist.
The (Not Quite 9-5) Working Day
Football : around 13 hours / event day
Basketball: around 10 hours / event day
Concerts: around 10-12 hours / event day
Special events: around 11 hours / event day
85% of non-football events are nighttime
Announcement of the Show
Info gathering
◻ Note the event date on the calendar
◻ Tickets go on sale
◻ Get initial estimated attendance
◻ Track VIP activation and/or promotor notes
◻ Arrange tour bus parking
◻ Establish initial inventory and work with ticketing to create an add-on within platform
◻ Notify transit agencies of date and estimated count
◻ Communicate expected demographics
30 Days Out
Preliminary planning
Create Waze map and potential closures or warnings for day of event ◻
Create final Q and A sheet for promoter, as it relates to their parking needs ◻
Confirm rate and establish event within ParkHub ◻
Check other venues where tour has been / review data to similar shows ◻
Build initial forecast model ◻
Check online sales on ticketing platform ◻
15 Days Out
Hardening processes
◻ Outline initial staffing plan
◻ Check supplies and equipment
◻ Send initial operations plan
◻ Check remaining inventory and coordinate price change if applicable
◻ Confirm event start times, end times, and begin staffing plans
◻ Notify employees of shifts
◻ If shuttles are needed, confirm the schedule and amount needed
◻ Connect with transit agencies on services
7 Days Out
Trust ... and verify
Email/coordinate with rideshare apps to notify drivers of upcoming event ◻
Create first staffing snapshots and shore up open shifts ◻
Check equipment is charging ◻
Verify uniforms are available ◻
Hold transportation meeting with PD or agencies ◻
If shuttles are needed, confirm schedule and amount needed ◻
Reconnect with transit agencies on services ◻
Track preliminary attendance ◻
1 Day Out
Finalizing the game plan
◻ Email all assigned staff
◻ Confirm total tickets sold for event
◻ Check equipment is charging and shows 100%
◻ Get final snapshot of prepaid
◻ Shut down pre-event sales
◻ Confirm event pricing
◻ Walk through garage and lots for condition assessment
◻ Gather presold numbers and outline cash volumes at each lot
The Big Day
Preparing to go live
Depending on the event, you will arrive anywhere from 3 to 6 hours before the event ◻
Shift location assignments ◻
Bank set-up change fund allocation ◻
Test transactions ◻
First pre-event departmental meeting/review timeline and note special items ◻
PD and Traffic meeting confirming processes and routes ◻
Check Waze to ensure streets are highlighted ◻
Final presold review and cash parameter setting ◻
Staff Arrival
Leading the team
◻ Hold pre-shift meeting – 1 attendant for each lot or entrance
◻ Distribute uniforms, aprons, equipments, and radios
◻ Facilitate training paperwork for new employees, name tag creation
◻ Confirm call outs and ensure staffing numbers are adequate
◻ Upload VIP list with any last-minute add-ons
◻ Disperse staff to assigned posts
During Operations
Come what may
Monitor the traffic as sections fill ◻
Track cash amounts per cashier ◻
Observe capacity and pass redemption ◻
Troubleshoot pass/app issues ◻
Utilize external traffic cameras/highway and/or city ◻
Check transit schedules trains and/or buses ◻
Quantify venue versus car arrival headcount ◻
Schedule employee breaks ◻
Receive regular status updates ◻
After Operations
Nailing the landing
◻ Ensure egress goes smoothly
◻ Continue to move and place directors for quick exits by fans
◻ Take final parking lot snapshot and email venue ops
◻ Count and bag cash
◻ Start picking up equipment cones/signs/etc.
◻Pack and charge devices
◻ Confirm all devices have cleared
◻ Ensure lot maintenance and cleanliness
◻ Discharge staff
Fun Facts
Most supervisors will walk 35,000 steps per event, approximately 15 miles
A typical event will have at least 50 radio calls for assistance
Often 10-15% employees are brand new each game
Download a copy of the Event Parking Checklist
