Start at the point of arrival
Give the precise Peterborough-area address and the entrance suppliers should use. Explain any difference between the visitor entrance and the delivery entrance. Record parking restrictions, controlled gates, one-way approaches or venue arrival procedures that you already know about. The team confirms the vehicle and unloading arrangements it needs.
Then trace the route from unloading to the proposed marquee area. A gate photograph is useful, but a continuous route description explains the tight turn behind it, a step farther along or a narrow stretch beside the building. Do the same for collection, when other suppliers or stored furniture may occupy the route.
Record each pinch point
- Opening: give the measured clear width and height where known, and explain whether a gate opens fully.
- Movement: mark turns, steps, gradients, overhead obstacles and changes in surface.
- Distance: describe the route length or provide a measured distance if available.
- Availability: state when the route may be used and what normally occupies it.
- Control: identify who unlocks, clears and supervises access.
Protect the working window
Agree when vehicles and other suppliers can use shared space. Guests should not be expected to walk through an active installation area. Ask who will arrange a clear working area and how the venue will keep the agreed route available.
Do not remove a boundary, trim a tree or alter a surface on the assumption that it solves access. Discuss the limitation first and obtain any relevant landowner approval for changes. A route measurement is information for assessment, not confirmation that delivery is possible.
Send one access summary
Combine the entrance instructions, route sketch, measured restrictions, photographs and permitted times in one brief. Mark anything that will change before the event. If the team needs additional information, update the same summary so installation and collection are based on the latest agreed version.