Choose a position the host can maintain
Review the path from the gathering area, any accessible approach, and space for handwashing. Keep waiting users clear of entrances and vehicle unloading. Ask whether the proposed area is included in the venue agreement and who approves equipment placement. A public recreation facility's address does not authorize a provider to enter or install equipment without that coordination.
Plan the visits around the event sequence
Give the service contact the earliest setup time, the last occupied period, and the host's delivery restrictions. A servicing vehicle may need access before tables or temporary fencing are installed. For a longer event, discuss cleaning and replenishment intervals explicitly and identify a local person who can report changed conditions.
Compare host-compatible service terms
Request written delivery and collection windows, planned maintenance, handwashing supplies, accessible equipment options, and extension terms. Ask what happens if the event layout changes or a visit cannot reach the agreed position.