Reserve the service path during setup
Discuss where delivery vehicles enter and where they can turn before tents, stalls or seating are installed. A route available in the morning may be blocked by the time a later supplier arrives. Have the venue contact coordinate the sequence rather than leaving each delivery to choose a position.
Match facilities to the programme
Share attendance, hours, peak breaks and which indoor facilities stay open. Standard units, accessible restrooms and handwashing have different roles. If you are considering a trailer, include utilities and setup space in the initial enquiry.
Plan the return visit
Collection may happen after decorations and staff have left. Agree how the property will remain accessible and who can answer questions. For an ongoing project rather than an event, use the same coordination principle for repeated service visits and changing work zones.