Make facilities easy to find without blocking the event
Mark the route from parking and activity areas to toilets and handwashing. Ask the host to review waiting space and any accessible approach. Keep the queue separate from loading or entrance lines. If the venue is shared, confirm which area is available for equipment and which activities must continue beside it.
Give volunteers clear reporting responsibility
Name someone to report supply needs or an access problem rather than assuming every helper knows whom to call. Agree when a service vehicle can approach after setup is complete. Ask whether cleaning, pumping, and handwashing replenishment share the same visit schedule. Review the arrangement if the program or expected attendance changes.
Compare the full gathering period
Request written delivery, maintenance, supply, handwashing, and removal terms. Ask about an extra cleanup day or an additional visit, and identify who can approve those changes for the organizer.