01Keep your working site moving
Identify the route for delivery vehicles and any areas that must remain accessible to staff, visitors or other operations. Share loading restrictions, gate widths and installation hours. A suitable marquee position needs to account for the way the site works, not simply the largest patch of open ground.
02Give displays and visitors enough room
For a Grays exhibition, send display dimensions and explain how visitors will move between them. Standing capacity is only a guide and does not include the footprint of displays, tables or supplier equipment. For a team meal or presentation, discuss seating and routes between tables before choosing the final size.
03Agree the full brief before the date
Select tables, chairs, flooring and lighting around the event purpose. Include the event postcode, planned opening hours and when the site must return to normal use. Installation, collection, travel and any unresolved items are agreed individually in the written quote; the estimator is not a booking system.