Will hired equipment fit through the venue?

Walk the route in order

Start where the vehicle can legally stop and unload. Follow the actual route equipment will take, including service entrances, corridors, doors, ramps, lifts and any changes of level. Note surfaces, public areas and restrictions on when the route can be used.

Measure clear openings rather than the outside of a door frame. For a lift, provide usable dimensions, door opening and the posted capacity for the supplier to assess. Do not assume equipment can be unpacked or carried differently without discussing it first.

Photograph the awkward parts

A short set of well-labelled photographs can answer more than ‘access is fine’. Show the unloading position, entrance, tight turns, stairs or lift and the final room. Include a plan or simple sketch where the route is not obvious.

• Vehicle restrictions, permits, booking slots and parking arrangements.
• Distance from unloading to the room.
• Narrow doors, low clearances and sharp turns.
• Lift details, stairs and changes of level.
• Shared routes, public opening times and available storage.

Agree people and timing

Tell the supplier who meets the crew, opens doors and authorises access. Build the route into the working schedule; a distant room reached through a shared lift needs a different allowance from a ground-floor loading door.

Loading and unloading should be coordinated with the venue, including separation from unrelated pedestrians and vehicles where needed. Ask the supplier to review the handling plan if the route is difficult. Do not solve an access problem by asking unbriefed staff to carry equipment beyond their capability.