Preparing a bell tent pitch and supplier access brief

Show the pitch in its wider setting

Mark buildings, paths, trees, other structures and the main event areas around the proposed position. Include the route guests would use and any neighbouring supplier activity. Provide photographs from more than one angle so the location is understandable. Explain which parts of the plan remain provisional, particularly if the main marquee or ceremony position has not yet been accepted by the venue.

Give the available space clearly

Record the area you can offer and label the dimensions and units. Ask Fables to confirm the full space needed for the proposed tent, anchoring and access arrangements. Keep that question separate from the tent diameter shown in the offer. A layout should account for the accepted installation and surrounding use, rather than assuming the visible tent footprint describes every part of the pitch requirement.

Describe the ground and relevant features

Tell Fables what the tent would sit on and show any slope, uneven area or feature that needs discussion. Ask the venue about restrictions affecting the proposed position or installation. Mention recent or planned site work and identify when the area becomes available. The appropriate pitch and installation method should be confirmed for the booking rather than inferred from another outdoor event photograph.

Map the route from vehicle access

Identify where supplier vehicles can stop and how equipment reaches the pitch. Include gates, steps, narrow approaches and distances across the site. Ask whether the route is shared with other installations or guest arrivals at the proposed time. A useful access brief shows the complete journey beyond the postal address and identifies the venue contact who can admit the team and answer a practical question.

Obtain agreement for the intended use

Tell the venue whether the tent is a daytime lounge, changing area, children’s corner or intended overnight accommodation. Ask it to confirm the relevant arrangements for that use and share practical requirements with Fables. Do not assume permission for one function covers every possible activity. Keep the use and proposed users connected to the pitch discussion so the location can be reviewed in its actual event context.

Confirm readiness and later pack-down access

Agree who makes the pitch ready and who can authorise the final position when the team arrives. Coordinate setup with other suppliers and confirm the access period for pack-down. Identify personal items, furniture or decoration that must be cleared first. If the site or route changes, ask Fables and the venue to review the arrangement rather than moving the pitch or equipment without an accepted revision.

Details to gather before enquiring

Prepare the following for the discussion: Wider site drawing and pitch photographs; Available space with clear measurements; Ground description and venue restrictions; Vehicle stopping point and complete route; Readiness, final-position and pack-down contacts.

Questions to settle before booking

Is the published tent diameter the full pitch area needed?

Ask Fables to confirm the complete space required for the proposed setup, including its anchoring and access arrangements. Provide the available area and nearby features. The visible tent outline should not be treated as the whole installation requirement.

Can we choose the final position when the team arrives?

Discuss possible positions and supply the necessary site information in advance. Ask what needs confirmation before setup and identify who can authorise the agreed position. Avoid relying on an event-day choice if the ground, access or venue permission for that location has not been reviewed.