Describe the programme and the peak periods
Share expected attendance, operating hours and any distinct areas with different access. Include vendors and workers outside public hours. Note permanent facilities that are available to some groups but not others.
The quantity discussion should account for how use is distributed. Avoid treating a total ticket number as the complete specification or copying a fixed ratio from another event.
Keep queues separate from circulation
Identify places where people can approach toilets and washing without blocking access to another activity. Discuss accessible routes and doorway space early in the layout process.
Coordinate with the organiser responsible for entrances, emergency access and vendor placement. The rental provider’s equipment review does not replace event approval or professional site planning.
Allow maintenance to happen
Ask whether and how service visits fit around the programme. Give a contact who can manage access when the site is busy, and agree how urgent concerns are communicated.
For a Margate festival request, include setup and collection windows as well as public hours. The accepted proposal should define the equipment and support rather than relying on a broad festival package label.