Describe the setting before booking
Tell the team whether the proposed position is in a marquee, another temporary structure, a garden or a permanent room. Explain the ground, enclosure, weather exposure and access route. A roof alone does not confirm suitability. The actual equipment and event conditions need to be considered together before a setup is agreed.
Use a site-specific brief
| Part of the plan | Question to resolve |
|---|---|
| Standing area | What surface and complete setup area will the equipment use? |
| Protection | What arrangement can be agreed for the equipment and conditions? |
| Guest route | How do people approach and leave without crossing service routes? |
| Electricity | What suitable supply is available at the agreed position? |
| Wi-Fi | Does the connection work there, with the necessary login details? |
| Delivery | How does equipment reach the position and leave after the event? |
Keep a change of position practical
Discuss a contingency position with the venue or structure supplier before the event, then ask the booth team whether it is workable. A backup room may have different access, background, electricity or connection. Do not advertise the booth as suitable for rain, wind, uneven ground or outdoor operation based on this guide; no outdoor rating or weather limit is published here.
Put the agreed arrangement in the quotation
Confirm the actual position, equipment, useful hours, setup and collection access, responsibilities and any separately quoted extras. The Mirror starting offer does not establish a complete marquee infrastructure package. Own power can be quoted separately when appropriate, and still does not provide Wi-Fi. Revisit the agreement if the site or proposed position changes.