Treat delivery and collection as event tasks
Put supplier arrival, setup, guest hours and clearance on one timeline. Ask the venue to confirm which entrance and windows can be used by the rental team. A booking for a room or field does not automatically give a supplier access outside those hours.
Assign the last handoff
After the event, someone must keep the approach available and follow the confirmed pickup process. Include that responsibility in the organiser’s notes. If use spans several days or sessions, discuss supplies and cleaning between them rather than assuming a single delivery covers the entire requirement.
Put the pickup handoff on the run sheet
The person closing the venue may not be the organiser who accepted the quote. Give that person the confirmed access instructions and supplier contact. Explain when barriers, stacked furniture or vehicles will be removed, and ask how collection is requested; the end of the programme should not be the first time this responsibility is discussed.
- Closing contact knows the accepted arrangement
- Cleanup leaves the approach usable
- Pickup request and receiving windows confirmed