Look for shared access and tight windows
Set out when each supplier needs to arrive, how long unloading will take and where vehicles can wait. If several suppliers share one entrance or loading bay, give them agreed slots and a contact to call if they are delayed. External support can help when your event team will already be busy inside the venue.
Define the work and who owns it
List the tasks you need help with, such as checking arrivals against the schedule, directing suppliers to the agreed point or coordinating handovers. Record which tasks belong to the venue, your suppliers and your own team. If any activity needs specialist equipment or operators, flag it separately in the brief.
Plan the finish as carefully as the start
Agree when pack-down can begin, which suppliers leave first and how to keep vehicle movements away from departing guests. Give the late team a named contact and make clear who signs off the site when the last supplier leaves.
What to include in your enquiry
- Venue postcode and setup and pack-down windows
- Supplier schedule, vehicle access and unloading points
- Tasks to cover, access restrictions and named site contacts
