Set arrival time by working backwards from the agreed ready-to-serve deadline. There is no useful single arrival interval for every event: a staffed existing bar and a full build with controlled loading access need different preparation.
Separate arrival from service start
The schedule should allow for unloading, any site checks, moving equipment to the room, bar setup and organising the selected drinks. Tell the team about restricted lifts, security passes and other suppliers sharing the loading route.
Give the producer a clear point when the bar will be ready for their check, before guests arrive. Changes to the build window, room or access can affect that plan and should be agreed rather than absorbed silently into the service period.
- Confirm delivery access, setup deadline and booked service hours in writing.
- Include the breakdown and collection window in the same schedule.