Begin with the venue’s available windows
Ask when suppliers may enter, unload, work and return to collect. Share those windows with the marquee team alongside the event date and proposed specification. Installation and collection times are agreed for the actual structure, site and access; this guide does not promise a build duration or a standard day of arrival.
At a Peterborough venue or private garden, note any shared access, working-hour restrictions and other activities that affect the route. A clear event date alone does not tell the team when the area is available to work.
Build the sequence in dependencies
| Stage | What needs agreeing |
|---|---|
| Site ready | Who clears the proposed area and provides access at the agreed time. |
| Marquee installation | The team’s working window and requirements for keeping the area available. |
| Finishes and furniture | The sequence agreed with the team and the people supplying each item. |
| Other supplier setup | When catering, entertainment and styling may enter and which spaces they need. |
| Handover | The event contact and time for the agreed instructions. |
| Removal and collection | Who clears third-party items and when the team can return. |
Resolve overlaps before the day
A florist, caterer or performer may request the same space or unloading point. Put all requests onto one schedule and ask the suppliers to resolve conflicts. Leave timings provisional until the people doing the work have agreed them.
Make sure guests are not invited into an active setup area. Ask who is responsible for confirming that the agreed handover stage has been reached before other activities start.
Circulate one confirmed version
Record an issue date, the event lead and unresolved items. If access or the specification changes, ask the affected suppliers to review the sequence and share the revised version. Include collection instructions in the same document so the plan remains useful after the celebration ends.