Plan around the busiest interval
A festival audience is not necessarily distributed evenly through the day. Explain the programme, breaks, attendance estimate and how long visitors stay. Include stallholders and volunteers who may remain on site much longer. Describe any separate activity areas so the discussion of facilities reflects walking routes as well as the overall headcount.
Make service possible during the programme
For a longer event, discuss how cleaning and replenishment can be arranged without sending a service vehicle through a busy public area. Identify access windows with the organiser and keep facilities available for staff during setup and removal. The proposed quantity and schedule should be reviewed if the programme or attendance estimate changes.
Separate audiences and the final festival handover
Plan for peaks and separate audiences
A festival may involve changing audiences, vendors, performers, volunteers and setup crews. Describe the programme and the locations where people gather rather than treating the total attendance as one stationary group. Ask the rental contact to review distribution, accessible options and washing together with the proposed number of toilets.
Manage the final handover
Agree who is responsible when gates, barriers and other hire equipment are removed. Keep restrooms available for staff until the agreed last period of use. Request collection and confirm access; the published closing time does not itself instruct the supplier to collect.