IDS / EVENT PLANNING GUIDES

Event Equipment Delivery: An Access Checklist

A delivery address is only the beginning of an event equipment plan. The team also needs to know when it can enter, which route it can use and when everything must be removed.

Confirm the working windows

List permitted delivery, setup, rehearsal and removal times separately. Include any restrictions during public opening hours. Ask the venue to confirm the schedule rather than assuming the event booking includes unrestricted access all day.

Identify the responsible contacts

Nominate an organiser contact and a venue contact who can answer access questions. Confirm who meets the delivery team and who can approve a change on the day. Share operational contacts directly with the supplier rather than placing personal details in public event material.

Check the route to the installation area

Ask the venue about loading arrangements, entry routes, service lifts and any restrictions relevant to the equipment. Share available plans or photographs with the supplier. The supplier should confirm that the proposed delivery and handling arrangements suit the actual equipment.

Coordinate with other teams

Stand builders, decorators and technical suppliers may need the same access route or working area. Agree the order of work and when each space becomes available. Flag unfinished construction or changes to the layout early so the delivery team can plan accordingly.

Include removal and handover

Record when equipment can be disconnected and when the venue must be cleared. Identify who confirms that the event has finished and who signs off the handover. Ask how schedule changes or additional waiting time are handled in the quotation.

Copy this access brief

Provide event date, venue, loading instructions, route information, approved working windows, venue contact and removal deadline. Add the latest floor plan and any organiser instructions. Send this with your equipment request to IDS so access and delivery can be discussed as part of the scope.