Plan around sessions and service gaps
Describe the programme, busiest simultaneous attendance and any separate activity areas. Include staff and stallholders in the discussion. Explain when permanent bathrooms are available and whether temporary facilities provide the primary access for part of the day.
Assign a contact while the festival runs
Review how supplies and cleaning will be handled during opening hours, and how a service visit can reach the equipment. Keep the organiser’s event permission and site-management duties separate from the rental order. Ask for a recommendation based on the actual use, not one universal attendance formula.
Separate the public programme from supporting work
The visitor schedule may leave out vendor setup, performer preparation and volunteer cleanup. Include those users and hours in the brief. Highlight simultaneous breaks and separate gathering areas instead of giving only ticket totals.
Name the person who can coordinate service access while the programme runs. Explain when other installations or departing vehicles may obstruct the route. Supplies, visits and collection need an accepted arrangement; no general attendance ratio settles every festival’s needs.