The event booking time and the supplier work time may be different. Décor, lighting and furniture need to reach the space before guests do. Ask the venue and teams to agree the full work schedule, including removal.
Confirm when the space is available
Ask whether another event uses the same room before yours. Find out when that event leaves and when your team can begin. Do not assume the previous evening is free for setup.
Name the room and entrance in the work plan. If access depends on a staff member opening a door, include that contact.
Check how items reach the room
Show suppliers the delivery point, doors, stairs and lifts they may use. Ask the venue about limits on large items and work in shared areas.
Agree where vehicles unload so they do not block guests or other bookings. Let the team decide how to move its own equipment safely.
Set aside storage space
Ask where packing, spare flowers and tools may be kept. Keep this area separate from guest seats and food service.
If the venue has no storage, suppliers need to know before arrival. They may need a different delivery plan.
Leave time for the final check
Agree when the main setup should be ready. Give the family or planner enough time to check the chosen areas before guests arrive.
Raise concerns with the team lead. Avoid different relatives asking workers for separate changes while the final work is being completed.
Plan removal before booking
Ask when the venue needs the space cleared. Check whether the team removes items the same night or later. Include labour and any extra work hours in the quotation.
Clarify what belongs to the family, the venue and the hired supplier. Do not send a hired piece home with guests because it looks like a gift.
Finish with a handover
Choose who checks the space with the venue after removal. Agree how any damage or missing item is reported and reviewed under the booking terms.
A clear work schedule gives everyone a realistic job. The family can focus on the celebration while the team knows when it may enter, what must be ready and when the space must be returned.
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