Before setup: settle the venue responsibilities
Confirm the placement area, vehicle entrance, access windows and the person who receives equipment. For a trailer, establish who provides the required connections. Keep the agreed position on the same layout used by other suppliers so screens, furniture and catering do not consume its working space.
Before departure: confirm the last visit
Record the final period of use and how collection will be arranged. Make sure the rental contact can reach someone with access after the event. Report changes promptly, and keep people away from damaged equipment rather than attempting an improvised repair or relocation.
Check the equipment when it arrives
Have the receiving contact compare the delivered category and position with the accepted arrangement. Raise a missing item, unusable entrance or supply problem promptly with the rental business. Keep the order reference and contact details somewhere the on-site coordinator can find them without searching through another person’s messages.
During use and at the end
- Report damage or a tipped unit and keep people away from it; do not improvise a repair.
- Request changes to placement or rental dates through the rental contact.
- Arrange pickup before access is withdrawn and confirm any remaining collection instructions.
Agree a usable position
Keep doors, pedestrian routes and service access clear. Explain accessible-route needs and the area available for the actual equipment, including any trailer entrance or ramp.