Build the schedule from the meeting point
Confirm the venue entrance and the place where the group should assemble. Ask whether everyone must arrive together and who will receive them. If transport is being arranged separately, provide the driver or escort with the same written instructions as the organiser. Allow around 90 minutes for the programme, with extra time for your group’s arrival and departure. Assembly, walking from a drop-off point and any changing arrangements need to be considered before the activity begins.
Assign coordination clearly
Choose a group contact who can account for attendees, communicate delays and relay instructions. Ask the supplier how late arrivals would affect the proposed programme so you can brief your group accurately. For a mat session at a bespoke event, clarify access to the activity space and who is responsible for the surrounding venue arrangements. Larger groups need their own agreed plan for movement and communication; a small-party schedule may not scale directly.
Protect the onward journey
Before confirming the next event, establish when participants can reasonably be ready to leave and what departure tasks remain. These may include collecting belongings or regrouping with an escort, depending on the actual arrangements. Share one final schedule with the supplier, transport contact and event lead, clearly identifying estimates. On the day, use the agreed communication contact for changes. Confirm who handles transfers and escorting so the handover to the next part of the day runs smoothly.