Agree who receives the handover
Identify the event contact who will be available at the agreed handover stage. Ask what instructions and event contact arrangements apply to the actual setup. If several people host the event, make sure the relevant information reaches the person who will remain onsite.
For Peterborough marquee hire, keep the specification and site plan accessible to your event team. The handover arrangements relate to the installed equipment and agreed use; they are not permission to alter the structure, fixings, lining or electrical setup.
Questions to settle at handover
- What equipment and layout have been supplied against the written specification?
- Which operating instructions and limitations apply to this setup?
- Who should the event contact reach if conditions or requirements change?
- Which items are supplied by third parties and managed under separate arrangements?
- What needs to be cleared, by whom, before the agreed collection window?
Prepare a collection checklist
| Before collection | Responsible role to confirm |
|---|---|
| Personal items | Host checks belongings, gifts and event materials. |
| Decorations | The relevant supplier removes its items under the agreed arrangements. |
| Catering and entertainment equipment | Each provider confirms clearance and collection timing. |
| Access | Venue or host keeps the agreed unloading and working route available. |
| Site contact | The team knows who can provide entry and answer questions. |
Keep the end of the event coordinated
Guest departure, supplier pack-down and marquee collection may be separate stages. Record their agreed order rather than assuming everything happens immediately after the final song. Tell the team if third-party items or access restrictions could affect its return.
Follow the written responsibilities for equipment, waste and site clearance. Raise any issue through the agreed contact route and avoid attempting repairs or dismantling. A short, clear end-of-event plan helps everyone know what is theirs to remove and when access will be available.