How to Manage a Crew Parking?

Managing a crew parking can be a challenge for organisers. Without proper oversight, it can quickly become chaotic. However, with the right approach and organisation, you can ensure smooth operations and avoid unnecessary stress.

1. Location of the Crew Parking

Ideally, the crew parking should be inside the event perimeter and close to the crew entrance. If this is not possible, arrange shuttles running every 15 minutes to transport crew members to and from the festival site. This prevents long walks and keeps the crew happy, especially after the event.

2. Opening Hours of the Crew Parking

The crew parking should open at least five hours before the event starts and close two hours after the opening. This allows enough time for crew members and suppliers to register and park their vehicles correctly.

3. Clear Entrances and Exits

To maintain a smooth traffic flow:

• Create a separate entrance with enough space for vehicles to turn around, so that visitors who mistakenly enter can be redirected easily. Many visitors try to use the crew parking because it is often free.
• Set up a dedicated exit to ensure smooth traffic movement and avoid congestion.

4. Dedicated Crew Bicycle Parking

Some crew members arrive by bicycle. Provide a dedicated bike parking area and place it near the crew entrance for easy and quick access. Don't mix your crew parking and your bike parking, this can create some dangerous situations.

5. Scanning Vehicles In and Out

Since crew members and suppliers often come and go throughout the event, it is important to use a check-in and check-out scan instead of a one-time scan (deadscan). This way, you always have an accurate count of available parking spaces.

6. Calculating the Required Parking Space

Most crew members and suppliers do not use public transport or bicycles. While some share cars, you must ensure enough parking space. A good rule  is to allocate parking for at least 60% of the crew. For a crew of 100 people, you should provide at least 60 parking spots.

7. Good Signage and Navigation

Proper signage is crucial to make the crew parking easy to find. Here are some tips:

• Place clear signs and directions from main roads.
• Include the crew parking on the festival map.
• Add a Waze QR code on the parking pass so crew members and suppliers can easily navigate to the correct location.

8. Provide Ground Protection Mats

Installing steel road plates (ground protection) is a must. Crew members getting stuck in muddy or uneven terrain can become frustrated, which can negatively affect their work and mood. 

9. Ensure Sufficient Lighting

A well-lit parking area is essential for safety and efficiency. Install light masts to improve visibility, especially for crew members arriving or leaving at night.

10. Restrict Trucks and Trailers

Do not allow trucks and trailers in the crew parking area. Instead, set up a separate waiting zone for them. This prevents congestion and ensures that crew vehicles can park and move freely.

11. Crew Camping Instead of Parking Lot Sleepovers

Some crew members try to sleep in their vans or motorhomes on the crew parking lot. This can cause disturbances and reduce the number of available parking spaces. Instead, set up a separate crew camping area where mobile homes and camper vans can park. This keeps the crew parking organized and free for actual parking needs.

12. Facilities for the Crew

A crew parking lot is more than just a place to park, it’s also a temporary workspace. Provide basic facilities to keep your crew comfortable:

• A tent for shelter from rain, sun, or snow.
• Nearby toilets.

13. Staff for Parking Management

A well-managed crew parking lot requires the right amount of staff. A good setup includes:

• 2 staff members at the entrance for scanning.
• 1 staff member at the exit to do the scan out.
• 4 parking attendants to guide vehicles efficiently and maximise the use of available space. (2 of them can stop working when your festival day is halfway, so you avoid extra costs).