Describe what is there today
Begin with the actual surface: lawn, another outdoor surface, or a mixture along the access route and proposed event area. Note where levels change, where the ground feels soft and where water tends to collect after rain. A summer photograph alone may not explain how the same site behaves during your event month.
At a Peterborough garden or private site, identify flowerbeds, tree roots, drains, raised edges and boundaries. Share known information about overhead obstacles and underground services. If a detail is unknown, label it unknown so it can be investigated through the appropriate venue and installation discussions.
A useful ground record
| Observation | How to describe it |
|---|---|
| Surface and condition | Name the material and show both the event area and the route to it. |
| Changes in level | Mark the location and direction on a sketch; provide measurements only where you have reliable ones. |
| Water and drainage | Explain observed pooling or runoff, when it happens and which route is affected. |
| Obstructions | Mark fixed objects, trees, edges and areas that cannot be disturbed. |
| Known services | Provide the landowner’s available information for the team to consider. |
Why a clear rectangle is only part of the brief
The nominal structure footprint does not describe every part of an installation. Working space, site access, the agreed arrangement and nearby obstacles also matter. Likewise, flooring is a separate specification decision; it should not be used as evidence that uneven or wet ground has become suitable.
Ask the team what further information or assessment is needed. Fixing, anchoring, levelling and drainage solutions must be assessed for the actual site. This guide does not specify methods or approve a surface.
Update the brief when conditions change
If rain, building work, landscaping or vehicle use changes the ground after the first discussion, tell the team before arrival. Use photographs with a date and explain what has changed. Agree how site conditions will be reviewed close to installation and who can approve any revised arrangements.