Checking access for a street food vehicle

Start with the actual entrance

Give the venue address and identify the entrance suppliers should use. Mention any separate delivery gate, restricted arrival period or instructions from the venue. A postcode may bring a vehicle to the correct property without identifying the correct access point. Name a venue contact who can answer practical questions about the route.

Photograph the entrance from both directions where practical and describe anything the images do not show clearly. Gates, overhead features, tight approaches and changes of level should be raised for discussion. Ask Fables for the dimensions and requirements of the proposed vehicle rather than assuming all vehicles in the fleet need the same access.

Describe the route beyond the gate

Walk the intended route with the venue contact and note narrow sections, corners, slopes, steps or other restrictions. Explain whether the route is shared with guests or other suppliers. If a delivery needs supervision or must happen before another setup is complete, include that condition in the event plan.

Use a simple labelled plan to connect the photographs. Show where the vehicle enters, follows the route and reaches the proposed working area. Measurements supplied by the venue can support the discussion, but do not interpret them yourself as approval for a particular vehicle. Leave suitability and the proposed movement to be confirmed.

Explain the ground and serving position

Tell Fables whether the proposed position is on a hard surface or another type of ground, and identify slopes or areas the venue considers unsuitable. A photograph taken in dry conditions may not describe the route in different weather. Ask the venue what information it needs to approve the use of the area.

The serving side and working area also need space. Show the intended food collection point, nearby structures, guest routes and eating area. Do not place the vehicle into a plan as a decorative object with no room for service. Ask for the actual setup and supply requirements of the proposed menu and vehicle.

Coordinate arrival with the other suppliers

Add the catering vehicle to the delivery timetable alongside furniture, marquee work and entertainment equipment. Identify any gate or route that becomes unavailable once another supplier is in place. The coordinator should check the sequence with the people doing the work, rather than relying on an early room plan.

Agree who will be present to receive the vehicle and who can resolve an access question. If your usual organiser is attending a ceremony or meeting during supplier arrival, appoint an available contact. Give that person the agreed route and position, together with the current venue instructions.

Plan departure as carefully as arrival

Consider what will occupy the route after guests arrive and after other suppliers have completed their setup. A route that worked in the morning may become blocked by tables, parked vehicles or event activity later. Explain any venue departure deadline or restriction when discussing the booking.

Ask what access needs to remain available for collection or departure, then carry that requirement into the final event plan. If the venue proposes a change of position, get it reviewed before the day. Keep the agreed access notes with the menu and timetable so the final catering plan refers to one consistent version.

Details to gather before enquiring

• Venue address, supplier entrance and available venue contact
• Labelled entrance-to-position plan and useful route photographs
• Narrow sections, slopes, surface and venue restrictions
• Other supplier deliveries and an available arrival contact
• Departure route, finish restrictions and any proposed alternative position

Questions to settle with your event team

Can we select a horsebox because the bus looks too large?

Discuss the actual proposed vehicle, menu and dimensions with Fables. Appearance alone does not confirm suitability or availability, and a different vehicle can still need a complete access check.

Is a photo enough to approve the position?

Photos are useful supporting information. The proposed route, ground, working space and venue requirements still need to be discussed and confirmed.