Separate access, installation and acceptance
The person opening the venue, the person setting up equipment and the organiser approving the appearance may be different people. Name each role in the plan. This guide helps you ask for responsibilities; it does not say that delivery or setup is automatically included in a hire.
Before the event, confirm who undertakes setup, the agreed access window and when the display needs to be ready. If you cannot be there, appoint a decision-maker who has the final room plan, exact stock choice and approved heart message or wedding wording.
A practical handover list
| Part | Agree before the day |
|---|---|
| Venue access | Who opens the route and confirms the room is ready |
| Position | The dated layout version and who resolves any conflict |
| Equipment arrangement | Who provides and sets up the agreed display and related requirements |
| Appearance | Who checks exact wording, approved heart text and any agreed LOVE setting |
| During hire | The agreed contact arrangement and who may make changes |
| End of hire | The collection plan and person giving access |
Resolve surprises through the agreed contact
If the proposed spot is occupied or the venue changes the plan, pause the decision and contact the named people. An informal suggestion from a helper should not replace the agreed position, cable arrangement or supplier requirements. Keep any revised agreement with the event notes.
Ask what the handover should include and what to do if an issue arises during the event. Do not assume that guests or venue staff are authorised to adjust controls, move letters or carry out repairs. A clear responsibility list gives people a route to ask for help without improvising an equipment change.