Confirm the plan has not changed
Read the agreed quotation and booking information together. Check the date, venue, format, equipment, output and operating start and finish. If the room, attendance pattern or timetable has changed, tell the team through the agreed contact route. Do not assume a browser planning note updates the booking or holds a date.
Run the handover checklist
| Check | What to have ready |
|---|---|
| Venue arrival | Correct supplier entrance, loading instructions and an event contact. |
| Setup position | Complete equipment area, background and clear guest routes. |
| Timing | Room release, operating window and collection access. |
| Utilities | Suitable electricity and working Wi-Fi at the agreed position. |
| Guest experience | Output explanation, any agreed assistance and requested extras. |
| Afterwards | Host-folder recipient and the agreed delivery arrangement. |
Keep responsibilities visible
One organiser or coordinator should know who can answer access and timetable questions on the day. The venue should know which position and route have been agreed. The booth team should have any changed restrictions before arrival. Any move, outdoor position or missing utility needs discussion for the actual equipment rather than a last-minute assumption.
Keep this checklist in its proper role
It helps you prepare; it does not replace the supplier’s setup process, a venue assessment or the written booking terms. No fixed setup duration, equipment capacity, guaranteed turnaround or new package inclusion is established here. Use the separate contact form for staff review. The local planning-notes builder can organise non-contact choices without sending them to the team.