Organising a Cloakroom – The Complete Guide

Practical tips and advice for a smoothly running cloakroom at every type of event or venue.

Why a Well-Organised Cloakroom Matters

The cloakroom is the first and last point of contact with your visitors. A well-organised cloakroom ensures smooth flow, less waiting time on arrival and departure, and a professional appearance for your venue or event.

Yet, cloakrooms are often underestimated. With a few smart adjustments you can make the difference between chaos and a seamless operation.

A Perfectly Organised Cloakroom in 6 Steps

Calculate the Number of Coats

Count on 60-80% of your total number of visitors. For 500 visitors, you will need 300-400 cloakroom numbers. Always order a few extra as a buffer.

Choose the Right Numbers

Paper cloakroom numbers are inexpensive and ready to use immediately. For daily use, you may consider using plastic numbers or a ticket printer.

Set Up the Space

Provide enough coat racks or rails, a clear counter, and sufficient space for visitors to wait without blocking the passageway.

Use a Colour System

Change colour per day, show, or event. This prevents old numbers from being reused and helps you maintain an overview at all times.

Monitor the Busiest Moments

The most crowding happens at arrival and at the end. Make sure to have extra hands available during these times.

Check at the End

Count the remaining coats at the end of the evening. Keep any uncollected items in a safe place.

Practical Tips for Your Cloakroom

Colour Coding

Use a different cloakroom number colour for each day or event. This prevents confusion with old numbers.

Sufficient Staff

Allow for 1 staff member per 100-150 guests for smooth processing on arrival and departure.

Clear Signage

Ensure visitors can easily find the cloakroom with clear signs at the entrance.

Separate Valuable Items

Provide a separate place for bags and valuables. This prevents damage and gives visitors a sense of security.

Handy Storage

Store unused cloakroom numbers in their original packaging. They take up little space.

Evaluate and Improve

Keep track of how many numbers you use per night. This allows you to better estimate how many you need next time.

Did You Know?

The average visitor spends 45 seconds handing over a coat. With an efficient numbering system, you can reduce this to 15 seconds per visitor. With 300 coats, that saves over an hour of waiting time.

Paper Numbers vs Plastic vs Ticket Printer

Paper cloakroom numbers are the most affordable option. They are pre-printed, ready to use immediately, and ideal for single events or venues that do not run a cloakroom daily. Cost: a few cents per number.

Plastic numbers are reusable and sturdier. Suitable for venues with daily cloakroom service, such as theatres and hotels. Higher initial cost, but more cost-effective in the long run.

Ticket printers are the professional solution. They print numbers on demand, offer the most flexibility, and are ideal for large venues with fluctuating visitor numbers. Higher investment, maximum control.

Frequently Asked Questions about Organising a Cloakroom

How many cloakroom numbers do I need?

Count on 60-80% of your total visitors. When in doubt: order extra. It is better to have surplus numbers than not enough.

How do I prevent mix-ups?

Use a clear numbering system and change the colour daily. Always check if the number on the ticket matches the number on the coat.

What do I do with uncollected coats?

Keep uncollected coats in a secure place. Maintain a list of the associated numbers. Most venues keep coats for 30 days.

How many cloakroom staff do I need?

A rule of thumb: 1 staff member per 100-150 guests. For large events with a peak at arrival, extra staff may be required.

Can I reuse cloakroom numbers?

Paper numbers are single-use. Plastic numbers can be reused. For the highest hygiene level, we recommend paper numbers.

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5 March 2026