They determine whether the selected bar can reach the room and how much preparation time is needed. Measure the delivery route as well as the final position; a generous ballroom does not remove a narrow doorway or restricted service lift.
Check the entire route from vehicle to bar position
Share door openings, corridors, stairs, lift dimensions and any loading restrictions with the supplier. Confirm that the lift is available at the required time and suitable for the equipment, rather than assuming the guest lifts can be used.
A long carry, shared loading bay or timed access slot changes the sequence of delivery and setup. Give the team the loading address and an on-site contact, then agree where equipment and packaging can be held. The return route after the event needs checking too, especially when guests are still leaving.
- Provide measurements and photographs of any tight point.
- Agree delivery and collection windows before finalising the setup schedule.