A short venue brief can resolve many uncertainties. The aim is not to carry out a technical assessment yourself, but to give the team the right information to evaluate the installation. Start with the route the delivery vehicle will take, then consider the route your guests will follow.
Record the whole access route
Identify the entrance to be used, narrow passages, low branches, turns and areas where vehicles are not permitted. Photographs of those points, without people or identifiable personal details, are more useful than a general venue image. The team will confirm which measurements and further information are needed.
Consider the ground and available space
The assessment considers ground stability and slope, manoeuvring room and the area around the trailer. Steps, doors and guest movement all need to be considered. If conditions change after rain, mention this early so a suitable position and alternative arrangements can be discussed.
Confirm utilities without assumptions
Record what the venue coordinator knows about electricity and water, including where supplies are located. Requirements depend on the specific unit and agreed use. Connection and positioning of the relevant equipment need coordination with the responsible people; a note that the venue “has power” is not enough.
Make room for guest movement
Discuss the route from the reception to the trailer, its lighting and signage. Access should remain clear of tables, plants and other suppliers’ equipment. Where there are specific accessibility requirements, the suitability of both the unit and the route needs separate confirmation before an agreement.
Plan the departure too
Access available before an event may change once furniture and decoration are installed. Agree who keeps the route clear, who receives the trailer and when vehicle movements are permitted. Any requested cleaning or maintenance schedule should fit within the same plan.
Keep these notes
- Entrance and restricted access points
- Ground stability and the available installation area
- Utility locations and responsible contacts
- Clear routes for delivery, guests and collection