During the first site visit, note exact dimensions and access points so that later decisions on supplier arrivals and equipment placement rest on verifiable facts rather than estimates. These measurements then shape the running order, ensuring that each contractor’s time slot matches the physical limits of corridors, lifts and doorways while leaving enough margin for the next stage of work.
The process continues through to the final running order by linking observed space constraints directly to timed sequences. Suppliers receive the same set of recorded details, which reduces clashes over shared routes and power sources and keeps the event day schedule realistic from the moment the first van arrives until the last item leaves.
Recording spatial measurements and access routes
Begin by walking every route a supplier might use, from the street entrance to the function rooms, and record door widths, heights, corridor lengths and any steps or turns that could affect trolleys or large cases. Use a simple grid sketch or numbered list to mark each measurement so that later comparisons with supplier lists remain accurate. Note fixed obstacles such as radiators, low beams or narrow service lifts, and photograph each point with a tape measure visible for reference when the visit notes are reviewed days later. This level of detail matters most in older buildings where standard assumptions about clearance often prove incorrect.
Judge the recorded figures against typical equipment sizes before any supplier confirms attendance. If a doorway measures less than 1.2 metres wide, large flight cases or assembled staging units will require disassembly or an alternative entrance. Apply the same check to ceiling heights when tall lighting rigs or backdrops are planned. The method works best when measurements are taken on a weekday morning when staff can open all relevant doors and when no temporary furniture blocks the paths. A common error is to record only the main function-room door while overlooking the service corridor that leads to it; this omission later forces last-minute rerouting that compresses the entire schedule.
Matching supplier equipment lists to observed constraints
Request each supplier’s itemised list of cases, vehicles and power needs in advance, then compare every dimension against the site measurements already taken. Mark items that exceed any recorded clearance and request written alternatives before contracts are signed. For example, a sound desk that fits the room floor area may still need a wider service lift if it arrives on a pallet rather than in separate flight cases. Record the comparison in a simple table that lists the item, its size, the limiting measurement and the agreed solution so that any later change can be checked against the original data.
This matching exercise applies most directly to events where multiple suppliers share the same access window. In smaller venues with only one service lift, the comparison must also consider sequential use rather than simultaneous movement. A frequent mistake is to accept supplier lists at face value without cross-checking against the narrowest point on the route; the result is often an on-site discovery that forces either delay or equipment substitution. The check remains valid only when the lists include vehicle dimensions and unloading times, not merely the final equipment footprint.
Setting delivery windows from physical limits
Calculate realistic unloading periods by dividing measured distances by average trolley speed and adding time for door negotiation and lift waits. A 40-metre corridor with two sets of double doors may require twenty minutes per van rather than the ten minutes often assumed in generic schedules. Assign each supplier a window that begins only after the previous contractor has cleared the route, and state the exact start and end times in the confirmation letter. Include a short buffer equal to the measured travel time so that minor hold-ups do not cascade through the day.
The method suits venues with restricted kerbside space or single service entrances. In larger sites with multiple loading bays the same principle still applies, but windows can run in parallel provided the internal corridors remain separate. Avoid the error of setting windows solely by vehicle size without reference to internal travel time; this frequently leaves one supplier waiting on the street while another occupies the lift. Written confirmation of the calculated windows, sent to every supplier, prevents later disputes about whether the timing was feasible given the recorded layout.
Drafting the running order around access sequences
Place the supplier whose largest items travel the furthest distance at the head of the order, followed by contractors whose work depends on that installation. Insert changeover intervals that equal the measured return journey plus any required safety checks. For instance, after staging is positioned, allow time for the crew to exit before the lighting supplier begins cable runs along the same path. Keep the sequence on a single page with columns for start time, supplier, location and route so that overlaps become immediately visible.
The approach works when the event format requires sequential rather than simultaneous setup, such as conferences with both staging and catering. In purely reception-style events the order can be looser, yet the same measured intervals still prevent two crews from meeting in a narrow corridor. A common shortfall is to draft the order from memory of previous venues instead of the current measurements; this produces timings that look efficient on paper but prove unworkable once the actual door widths and lift capacities are applied.
Testing the sequence against simultaneous use of space
Draw a simple timeline grid showing each supplier’s location at fifteen-minute intervals throughout the setup period. Check that no two crews occupy the same corridor segment or share a single 13-amp circuit at peak load. Adjust any overlap by shifting one arrival earlier or later within the existing buffer, then re-test the grid until every movement has clear passage. The test also reveals whether power distribution boards must be pre-positioned before the first supplier arrives.
This verification step is essential for events that combine technical and catering suppliers, because both groups often require early access yet cannot share the same narrow service route. It applies equally to outdoor venues where weather can force last-minute indoor relocation. The main error to avoid is assuming that staggered arrivals alone will prevent clashes; without the grid check, two suppliers may still converge on the same lift at the same moment because their internal travel times were never compared.
Confirming final timings with written confirmation
Send the completed running order and the original measurement notes to each supplier, requesting acknowledgement that their listed equipment and vehicle remain compatible with every recorded clearance and time window. Retain both the sent document and the replies in the same file so that any subsequent alteration can be checked against the baseline. If a supplier proposes a substitution after confirmation, repeat the dimension comparison before accepting the change.
The confirmation process protects both the venue and the suppliers by establishing a shared factual record. It is particularly useful when the venue operates under local authority rules on loading times or noise, because the written exchange demonstrates that timings were set with those constraints in view. Omitting this step often leads to on-site disagreements about whether a particular item was ever declared incompatible with the measured routes.
Adjusting on the day without altering core timings
When an unforeseen obstruction appears, consult the pre-measured alternative routes already documented during the visit and shift only the affected supplier within its existing buffer. Keep the overall sequence intact by moving one window rather than rewriting the full order. Record the adjustment and the reason in the same file used for confirmations so that the change can be reviewed after the event.
This limited adjustment works when the original buffers were calculated from actual travel times rather than rounded estimates. It is less effective if the site visit notes are incomplete, because no reliable alternative route will then be available. The discipline of referring back to the original measurements prevents small changes from expanding into a complete reschedule that would otherwise affect guest arrival or service times.
Once the event concludes, compare the final running order against the site measurements and note any persistent bottlenecks for future visits. This closes the loop between observed space and timed supplier movement without requiring new data collection on the day itself.
