Prepare an outdoor inflatable site brief

Choose a proposed pitch on the wider plan

Mark the intended position alongside buildings, entrances, parking, food service and other attractions. Explain why that area is being considered and how guests reach it. Include the activities expected nearby while the inflatable is in use.

Ask the venue and supplier to review the position as part of the event rather than as a separate patch of ground. A location can appear spacious before furniture and guests arrive but work differently once the full celebration is set up.

Describe the surface accurately

Tell the supplier what the equipment would sit on and send current photographs. Identify uneven areas, slopes, changes of level and other features relevant to the proposed position. Avoid describing a surface only by the venue’s general name, such as garden or courtyard.

Ask which installation arrangements can be considered for that actual surface. Do not infer that every outdoor location is suitable. The supplier needs to confirm the setup for the chosen inflatable and site, including any requirements that affect the space you reserve.

Share the venue’s installation restrictions

Ask the venue about conditions affecting the proposed area and pass those details to Fables. If the venue requests particular information before accepting the activity, identify the request and who should answer it. Keep unanswered points visible in the brief.

Questions about anchoring and installation should be resolved with the supplier and venue. The organiser should not improvise a method or change the accepted setup. Record the final agreement so the person meeting the team understands the proposed location and its conditions.

Show access and equipment movement

Describe the route from vehicle access to the pitch, including gates, narrow passages, steps and distances. Tell the supplier about access times and other deliveries expected along that route. Photographs can make an otherwise ambiguous site sketch easier to review.

Consider collection access as well as arrival. Parking or other event activity may change the route after guests are on site. Agree how access remains available at the relevant times and identify the person who can resolve venue questions.

Connect power, supervision and weather questions

Identify any available power and ask the supplier to confirm the selected unit’s requirements. Discuss the supervision arrangement and who receives the relevant instructions. Keep these items in the site brief rather than assuming they are settled by choosing an outdoor pitch.

Ask how conditions may affect the booking or use and who receives decisions on the day. Do not assume an alternative position or added shelter makes the same setup acceptable. A change needs review by the relevant supplier before it is relied upon.

Maintain the accepted site brief

Give the sketch, measurements, surface description, access information and named contacts one date. Share the accepted version with the venue and event lead. Identify which details were confirmed and which still need an answer before booking.

Update the brief when another supplier moves equipment, the parking plan changes or a different area is proposed. The aim is a checkable description of the real event site, supported by the selected inflatable’s confirmed requirements rather than generic assumptions about outdoor hire.

Questions to settle before booking

Can the inflatable be moved elsewhere if the pitch changes?

Ask the supplier to review the new position, surface, dimensions, access and other requirements. A different outdoor area is not automatically an accepted substitute, even when it appears similar in size.

Should the venue’s restrictions go in the first enquiry?

Yes. Share known conditions and information requests early, alongside photographs and measurements. This lets Fables discuss the proposed equipment and installation with the relevant details available.