Prepare a site and access brief for generator hire
A site brief helps the venue and provider understand the place where equipment is proposed to operate. Combine a simple plan with labelled photographs and access information. The pack supports their positioning discussion; the actual location and installation arrangement need their review. Record what the site is like, what remains uncertain and who can confirm the information.
Use consistent area names
Draw the event areas and give each a clear name, such as dining marquee, catering position or evening entertainment. Mark the locations of equipment groups and the proposed generator area for review. Add the venue information you have about existing supply points, identifying its source and any unanswered questions. A simple plan should make the relationship between locations understandable. Use the same names in the equipment register and photograph list so a supplier can connect an operating requirement to the correct part of the site.
Photograph the route as a sequence
Show the approach from the site entrance to the proposed unloading and operating areas. Label photographs in order and mark their positions on the plan. Include gates, turns, changes of surface, steps or narrow sections that need discussion. Distinguish known measurements from those awaiting checking against the actual delivery arrangement. A close-up of the destination alone leaves the journey to it unexplained. Ask Fables what additional access details are required before treating the route as agreed, including the information needed for collection after the event.
Separate permission and suitability decisions
Name the person controlling the site who can confirm permitted equipment areas, access windows and restrictions. Record the venue's answer without assuming it resolves the provider's assessment. An organiser's preferred location remains a proposal until the relevant parties agree it. Keep outstanding decisions beside the person who needs to answer them. This helps prevent an enquiry sketch later being circulated as an approved technical plan. Ask for the actual arrangement to be confirmed rather than adding spacing figures or installation instructions from an unrelated event.
Show neighbouring event uses
Include guest routes, catering work areas and other supplier positions as context for review. Identify parts of the site that change use, such as an unloading area that later becomes parking, and give the relevant times. The provider and venue can then consider the equipment arrangement using the actual event layout. Explain shared access and locations still being discussed. If the marquee or catering position changes, update this pack too: equipment positions, guest areas and delivery access belong on the same current plan.
Connect access with the full timetable
Record when the site opens for setup, when guests arrive and the collection window the venue permits. Name the person who can open gates or resolve access questions at each stage. Check whether the route remains available after the celebration and whether other suppliers need the same space. Send the dated plan, photo index and access schedule together with your equipment requirements. If layout or access changes, issue a revised pack and ask the affected providers to confirm the arrangement before the team relies on it.
| Pack item | Useful information |
|---|---|
| Overview plan | Named equipment areas and venue supply information |
| Entrance photographs | Approach, gates and restrictions to review |
| Route photographs | Numbered sequence, measurements and questions |
| Destination photographs | Proposed area, surface and neighbouring uses |
| Access schedule | Setup and collection windows with contacts |
| Decision log | Venue permissions and supplier questions kept distinct |
Questions about this worksheet
Do we need a professionally drawn plan?
A clear labelled plan and photographs can start the discussion. Ask what further information is needed for the proposed equipment and site; useful positions, access facts and unanswered questions matter more than decorative presentation.
Can we copy another event's equipment position?
Use your own site information and ask the venue and provider to confirm the arrangement. Another layout does not establish suitability for your equipment, access or timetable.