Build an equipment register for generator hire
An equipment register gives every supplier a place in the same event power discussion. Its purpose is to collect accurate information for review, with an owner beside every entry. Start with the equipment actually proposed for your event and use the register to identify questions that still need a supplier's answer. Fables and the relevant providers can then review the proposed arrangement using a traceable brief.
Give each equipment item an owner
Create an entry for each appliance or system a supplier proposes to bring. Record the supplier name, the person who can answer technical questions and the equipment description they provide. Keep the description specific enough to recognise the item later. A broad heading such as catering or music can hide several separate requirements. Where equipment comes as a supplier package, ask that supplier how it should be described for the power review. This makes the register useful when Fables needs clarification: the question can go to the person responsible for the actual equipment.
Keep stated requirements and missing answers distinct
Ask the supplier to provide the requirements for the proposed equipment in their own terms and units. Save an equipment-label photograph where it supports the answer, and give it a reference in the register. Copy the information accurately. Mark an unanswered requirement as awaiting confirmation instead of estimating from a similar appliance or an earlier event. If two sources disagree, ask the supplier which information applies. Fables can then review a brief whose confirmed entries and unresolved points are visible, without an invented figure concealing a missing answer.
Add operating periods and locations
Record when each item is expected to operate, including preparation and any period after guest service. Give its location a name matching the site plan. Ask the supplier whether equipment remains in use between scheduled moments; do not decide this from the public running order alone. Distinguish an approximate organiser timetable from a supplier-confirmed operating period. If food service moves or entertainment starts earlier, the affected entry can be updated without losing track of which equipment and supplier the change concerns. Keep the current operating periods with the current equipment list.
Resolve duplicate descriptions
Check the venue, DJ, musicians and other suppliers' lists against one another. A system mentioned by two people may describe the same equipment or two different systems; ask before combining or removing an entry. Record who provides each confirmed item and which items remain under consideration. The register should describe the current proposal rather than several alternative plans mixed together. Keep optional equipment in a labelled part of the document so Fables can distinguish the agreed event requirements from choices you would like discussed.
Send a version with a question list
Give the register a date or version and name one person to maintain it. Send it with the matching site plan and timetable. List outstanding questions against the supplier, equipment reference and information needed. When answers arrive, update that register rather than leaving changes in separate messages. Ask Fables to confirm the proposed generator and full arrangement against the reviewed information. The published offer lists a 6 kW / 7.5 kVA silent diesel generator from £250; those details do not replace review of the actual requirements or establish a complete quote.
| Field | What to record |
|---|---|
| Equipment reference | Unique label used on the plan and photo list |
| Supplier and contact | Person confirming this equipment's requirements |
| Proposed equipment | Supplier description for this event |
| Stated requirements | Supplier information or a clearly unanswered question |
| Operating period and location | Times and named area matching the event plan |
| Status and version | Confirmed, provisional or changed; latest answer date |
Questions about this worksheet
Should we calculate the generator size ourselves?
Use the register to collect supplier information and identify gaps. Ask Fables and the relevant providers to review suitability and confirm the proposed supply arrangement; this worksheet does not select equipment or design distribution.
Can a photograph replace the supplier's answer?
An equipment-label photograph can support the discussion. Ask the responsible supplier to confirm which requirements apply to the equipment they will bring to your event.