Build the guest plan around the meal schedule
Explain arrival waves and any activities before or after dining. Ask about unit options, handwashing, and an accessible route from the gathering area. Confirm the venue manager's preferred placement rather than putting equipment beside whichever door is nearest. Food-service handwashing arrangements should be discussed separately from facilities intended for attendees.
Support volunteers before opening and after closing
Make sure the setup team knows when equipment will be ready to use. Assign supply checks and a contact for service questions. If another group uses the venue between setup and the meal, account for that shared use. Arrange collection around the actual cleanup window and the person who retains access afterward.
Compare all occupied hours
Request delivery, removal, handwashing, equipment choices, and planned maintenance. Clarify additional-use or extension terms if preparation, another venue user, or cleanup changes the agreed schedule.