Briefing external suppliers for a countryside venue

A postal address alone does not tell a supplier where to unload or whom to call. Confirm the agreed arrival time, access route, unloading location and on-site contact with the venue. Describe any equipment that needs power, water or storage. Ask suppliers to raise requirements before the day rather than assuming every venue works like their previous one.

Record who receives a delivery, checks it and arranges collection. Confirm any restrictions affecting installation or use, and share the relevant venue instructions. Do not pass personal guest details to suppliers unless necessary. A short supplier schedule can prevent several vehicles arriving during a quiet session or a meal service. Review it when the programme changes; the delivery plan should reflect the event you are actually running.

For the wider context, read our planning guide. If you are working through the next practical detail, having a useful accessibility conversation with a venue follows naturally from this.

You can also explore discuss your venue enquiry. Bring the details of your group or stay to the conversation so we can discuss what fits, rather than assuming every arrangement is included.