Mark two routes, not one
On the event sketch, show how guests reach the facilities and how vehicles reach them for delivery or service. If the paths cross, discuss the timetable and layout with the organiser. Toilets should not be positioned solely in the last empty corner after vendors have claimed the site.
Test the timetable against access hours
Include preparation and final clear-up when describing the needed period. Check who can admit the rental vehicle before and after public hours. Keep an alternative contact and confirm changes directly if the activity is delayed, shortened or moved within the property.
Check the layout after the other suppliers arrive
An empty venue can make a position look easy to reach. Repeat the access discussion using the working layout with tents, queues, catering and parked vehicles. Separate the guest route from the route used to bring in or service the facilities. Agree which contact can resolve a clash when different suppliers need the same entrance.
Use the event working plan
- Mark where guests enter, queue and wash their hands.
- Show space that must remain clear for servicing and pickup.
- Record any access restriction after the organiser leaves.