Describe peak use, not only the total
For an event, explain whether everyone arrives together, stays through a meal or uses the facilities during an interval. For a worksite, include subcontractors and shift overlap. Staff, vendors and setup crews can need access outside the hours listed for guests or the main team.
List the facilities people can actually use
Permanent restrooms count only if they are available, permitted and reachable during the relevant period. A locked building or a restroom reserved for another group does not solve the same need. Identify accessible facilities and handwashing separately so they are not lost in a single total.
Include the operating and service schedule
The same headcount over a short session and a long working day can create different demands. Tell the team about repeated sessions, multi-day use and opportunities for servicing. Limited service access should be discussed while planning the quantity, not discovered after delivery.
Have the responsible planner check requirements
Venue, workplace and event requirements are site-specific. A preliminary provider suggestion does not replace the organiser’s or employer’s responsibility to check the applicable rules. Ask for the proposed equipment and service arrangement in writing, and review it when attendance or crew size changes.