Identify who controls each space
List the areas used by guests, vendors, staff and delivery vehicles. Ask whether a venue representative, property owner or organiser must approve equipment in each area. At a shared venue, another booking may use facilities or entrances that appear available on an empty-site visit.
Allocate by actual use, not an even split
Discuss where people gather at different times and how far they can reasonably travel to a restroom. Put accessible facilities and handwashing into the same plan. The right arrangement depends on attendance, permanent facilities and the event programme; a simple equal division can miss the busiest zone.
Keep a single version of the site plan
Share the approved positions and delivery entrances with the rental team and other vendors. Make changes through an identified contact so an equipment location is not reassigned to a stage, food truck or queue. Any relocation must be reviewed with the provider.
Make closing responsibilities explicit
Name the contact responsible for each equipment area after the public event ends. Confirm access for cleaning or pickup and ensure that barriers are not removed in a way that blocks or exposes the units. Record the collection request rather than relying on an event schedule to serve as a removal instruction.