Plan for use between scheduled gatherings
If equipment stays in place overnight or between weekly activities, ask who is permitted to use it and who checks its condition. That use can differ from the advertised event attendance. Discuss handwashing and accessible approaches before finalizing the layout. Avoid placing queues where they interfere with another public activity or the organizer's arrival route.
Use the gap between events deliberately
Agree whether maintenance occurs before, after, or between gatherings and who keeps the approach open. Vendor trailers and stored market equipment should not occupy that space. Tell the service when the series changes dates or adds an evening activity. Collection should fit the landowner's agreement, not simply the date of the final performance.
Compare the full recurring-use arrangement
Request delivery, collection, scheduled maintenance, handwashing, and extra-use terms. Clarify rescheduled dates, added events, and any visits required between the planned gatherings.