Event scheduling can be a stressful and busy task for facility teams. With effective communication and strategy, your cleaning partner can enhance event scheduling, planning and performance.
In this blog, we discover the key steps to a successful facility and cleaning team relationship.
Clear Communication
Clear and honest communication strategies can form the foundation of a successful facility and cleaning partnership. Working in event-heavy venues can be fast-paced and leaves minimal space for mistakes.
With clear communication, flexibility and escalation processes, topics of concern can be resolved efficiently without disrupting venue and event operations. Online communication systems, such as FacilityApps and Clientshare, can benefit facility managers by providing fast, efficient responses.
Service Flexibility
Event-heavy venues may have set plans, however, these plans can change. Event cleaning partners must be able to adapt to changing time schedules and fast-paced environments. Understanding these expectations helps prevent oversights and ensures all areas of the venue are covered.
A reliable event-focused cleaning provider will:
- Offer varied staffing levels to suit event size and timing.
- Adjust schedules to align with setup, live, and post event stages.
- Provide rapid-response teams for unexpected cleaning needs.
- Integrate cleaning schedules with venue booking systems or calendars.
Service Scope and Planning
Ensuring your cleaning partner can support your occasion from pre-event to post-event is essential for a smooth-running event. Your cleaning provider should establish clear lines of communication before, during, and after events.
With effective planning, cleaning solutions are optimised. Statista found that over 60% of event participants become agitated over dirty or insufficient toilets. With a clear definition of what is required across these three stages, both facility and cleaning teams are able to communicate effectively with minimal to no interruptions.
Below are some key stages of event cleaning and what is included within the service:
| Service Provided | Service Details |
| Pre-Event | Stock of consumables and clean of all surfaces, fixtures, flooring and waste areas. |
| During Event | Waste clearing and pick up, continuous stocking of consumables, continuous sanitation of high-touch points and fixtures and urgent spill cleans. |
| Post-Event | Full waste area clean and removal, full sanitation and clean of surfaces, fixtures and flooring and final stocking of consumables. |
Escalation Process and Urgent Call Out
A concise escalation process allows any urgent matters to be resolved as soon as possible, without interrupting cleaning services and the event itself. By maintaining transparent and consistent communication, teams can reduce risks, increase responsiveness, and build trust with their partners.
Event venues can become untidy very quickly, due to event participants. These untidy aspects can pose health and safety risks for facility users. Your cleaning partner should have a structured escalation process which is communicated with you ahead of time.
Research by Hypering found that with an escalation process, incidents are resolved 40% faster than those without. Teams should structure the escalation process in clear stages to address a range of matters. An effective escalation system could look something like the following:
| Stage 1 | On-site Supervisor |
| Stage 2 | Operations Manager |
| Stage 3 | Operations Director |
| Stage 4 | Commercial Director |
| Stage 5 | Managing Director |
Service Safety
Cleaning service safety is a critical aspect to service providing. Event spaces hold from hundreds to thousands of guests at a time. Teams must prioritise facility users’ safety, from staff training and chemical usage to consumable access.
Standards and Certifications
Facilities managers should always ensure their cleaning partner is compliant with health and safety standards. Each certification cleaning providers holds demonstrates their commitment to consistent, safe, and sustainable operations.
A trusted cleaning provider should comply with national and industry standards such as:
- ISO 9001 (Quality Management)
- ISO 14001 (Environmental Management)
- ISO 45001 (Occupational Health & Safety)
As well as these, your partner should also provide clear reporting and audits, COSHH (Control of Substances Hazardous to Health) documentation and regular equipment inspections and PAT testing.
Standards and certifications are important for facility managers for event health and safety assurance, legal compliance, enhanced professional credibility, and improved operational efficiency. They will ensure that your venue is presentable, safe, hygienic and well managed for all attendees.
Reporting and Audits
Reporting and audits go hand in hand with certification and standards. Reports and audits ensure health and safety compliance, verify consistent standards, promote accountability, identify areas for improvement, and provide objective evidence.
Reporting can be completed by implementing interactive proof-of-presence systems, such as Taqt and Flexicount. These systems provide a fast paper-free reporting system which can also provide true data for upcoming audits.
Our partner BICSc found that regular auditing with cleaning and facility management can improve service compliance. These insights aid facility teams to make informed decisions, justify budgets, and continuously enhance event operations.
Employee Training
On-site operatives are at the heart of successful operations. Quality training platforms equip cleaners to handle large crowds, fast-paced environments and changing event setups safely.
Facility managers need to look for partners who prioritise:
- Induction and safety training for all new hires.
- Refresher sessions on sanitation techniques and chemical handling.
- Customer service and communication skills training.
- Specialist training for high-risk environments (e.g., stadiums or arenas).
With efficient training, on-site operatives are also able to blend into event operations, minimising attendees experience at your event. With minimal disruption, attendees are most likely to leave positive reviews and become a returning customer.
Ready to elevate your venue’s performance?
With our expert teams and industry knowledge, we will ensure your event space is pristine and hygienic throughout all events. We can health and safety risks, enhance communication and ensure your operations run as smoothly as possible.
Contact our dedicated support team today and build a smarter, stronger facility management partnership for every event.