Make the handover useful to the person at the gate
The colleague who booked a company party may not be the person opening the premises when the hire team arrives. A practical handover bridges that gap. It identifies the actual installation area, the person with access and the arrangements everyone has agreed.
For an event using our Salford inflatable pub hire service, write the sheet for your chosen property. This is a suggested handover process, not a description of a previous Salford installation or a venue partnership. Use it after the location has been assessed and the arrangements agreed.
Put the exact entrance before the company name
Record the event address and postcode, then describe the supplier entrance separately from the reception or guest entrance. If the building has more than one gate, say which one has been agreed. Include an annotated photograph if a written description could point someone to the wrong place.
For a workplace social, check whether the person managing the Salford site is different from the central office contact who made the booking. Put the site contact first on the delivery sheet. Do not assume a general reception desk can authorise access to every outside space.
Use a small handover table instead of an email trail
| Item | What to record |
|---|---|
| Access contact | Name, agreed contact method and availability. |
| Entrance | Exact gate or loading point and the route already discussed. |
| Installation area | Reference photograph or plan assessed by the hire team. |
| Timings | Agreed delivery/setup and collection arrangements. |
| Venue agreement | Who approved the space and any conditions passed to the hire team. |
| Backup contact | A second informed person if the lead contact is unavailable. |
Leave an unanswered field visibly marked “to confirm”. A blank or a guessed time is easy for another person to mistake for an agreement.
Keep the assessed space available
Once a position has been agreed, tell whoever manages parking, deliveries and other suppliers where it is. Share the approved plan rather than letting each team choose its own convenient area. Ask them to flag a change before it affects access or the installation.
If furniture, vehicles or another event supplier will use the same area, resolve that with the venue and hire team in advance. Do not improvise a new position on arrival or treat this checklist as technical approval. Changes to the location or equipment plan need a fresh conversation with the people responsible.
Include the people who leave after the party
The handover needs a collection contact as well as a delivery contact. For Saturday bookings, the included arrangement is Friday delivery/setup and Monday collection at agreed times. Check that the relevant access can be arranged on both days; a Saturday guest booking alone does not settle that.
For a weekday event, record the specific agreed timings rather than copying the Saturday arrangement. Include who will receive the equipment and who will handle the balance due on delivery, so a facilities colleague is not unexpectedly asked to resolve a payment question.
Keep operating instructions with the event lead
At handover, identify who will receive the hire team’s instructions and pass relevant information to any replacement organiser. List the equipment actually booked, including whether the package includes a connected Rave Cave. The Rave Cave accompanies a pub package; it is not a separate nightclub hire in this range.
Ask for clarification on anything you have not understood. This article does not replace the supplier’s operating instructions, site assessment or the venue’s requirements. Keep those together with the booking confirmation instead of extracting isolated details into a group message.
Finish with a short confirmation, then book online
- The exact property and installation position have been agreed.
- A named person can provide access at the agreed times.
- The delivery contact knows who handles the remaining balance.
- The collection contact has the same plan.
- Any change will reach the venue and hire team before the event.
Once the practical arrangements are clear, check live availability and book online. A £50 non-refundable deposit secures the booking, with the balance due on delivery. Delivery, setup and collection are included in the advertised packages.
