Walk the site with the working team
Check the arrival route, loading area, public entry, stage or activity spaces, power arrangements and the route staff will use between areas. Ask the venue contact to confirm permissions, operating hours and any restrictions that affect setup. Mark the location and owner for each temporary structure or service.
Plan for the audience and event format. A public programme, exhibition and closed meeting place different demands on signage, seating, sound and movement. Agree on a simple site plan that suppliers and supervisors can follow.
Confirm supplier timing and handoffs
Give each supplier an arrival time, site contact and setup location. Confirm what must be ready before another team can begin, such as power before sound checks or a completed stage before decoration. Keep a list of arrival, inspection and handover checks.
Write down who can approve a change during setup. If a delivery is delayed or an item does not match the agreed specification, the team should know who can choose the next step.
Prepare for event day changes
Name the lead for guest support, supplier coordination, technical checks and venue communication. Agree on a way to share schedule changes and record key decisions. Check the forecast and the venue’s response arrangements with the responsible local team, and communicate any change to suppliers and attendees through the agreed channels.
The main Sovereign Forge library has fuller guidance on event logistics, festival coordination and weather contingencies. Link those plans to the venue’s actual requirements.
Sources & further reading
- Plan event logistics across linked locations
- Organising large-scale cultural festivals and public trade expos in India
- Weather contingency planning for outdoor events in India
Confirm current requirements for your specific activity with the responsible professionals.