Agree an arrival time that leaves the bar fully prepared before guests enter. There is no useful single arrival allowance for every hotel: unloading, service lifts, room access and the amount of equipment all affect preparation.
Work backwards from the ready-for-guests time
Distinguish delivery arrival, access to the room, completed setup and the start of drinks service. A vehicle reaching the hotel does not mean the team can immediately unload or start building the bar.
Provide the loading entrance, lift details, any scheduled access slot and the person who can release the room. If another event occupies the space earlier, explain when it will actually be available. Preparation and dismantling arrangements should be confirmed with the booking rather than squeezed into the advertised serving hours.
- Give the team the room-ready deadline and guest-arrival time.
- Confirm unloading, storage and collection access as well as setup access.