Write a clear group arrival message
Confirm the full address and entrance before sending directions. Distinguish meeting time from the activity start time. Share access codes privately with the people who need them rather than putting them on a public page.
How to use it
- Replace the bracketed fields and remove lines that do not apply.
- Ask someone unfamiliar with the venue to check that the entrance and meeting time are clear.
Worksheet preview
| Message part | Template |
|---|---|
| Timing | Meet at [meeting point] at [meeting time]. The activity starts at [start time]. |
| Address | Venue address: [building, street, floor and unit]. |
| Entrance | Use [confirmed entrance] and follow [lift/arrival instructions]. |
| Late arrivals | If you are late or cannot find the entrance, contact [person and contact route]. |
| Supplies | If bringing bulky supplies or food, confirm the handoff location with [handoff owner]. |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Write in the order guests arrive
Give the meeting time and address first, followed by entrance, floor and lift instructions. Use verified station exits or walking guidance, and add a host-provided map link if it helps.
Explain late arrivals and handoffs
Name the contact for late arrivals and state whether someone needs to meet guests downstairs. Confirm deliveries and bulky-item access separately; do not assume building staff will allow them upstairs.
Continue planning
- A gathering run sheet
Coordinate setup, activities and handover with timings and clear responsibilities.
- Write usable venue entry instructions
Separate public directions from private access details and explain the arrival sequence.