Define the active period
Tell us the opening and closing dates, days of operation and any breaks in use. A venue open only on selected days has a different pattern from a site occupied daily. Mention larger events planned within the season rather than assuming the normal arrangement will cover them.
If the season depends on weather or another project’s timetable, say which dates are firm and which may change. Equipment reservations and extensions should be discussed with those uncertainties in mind.
Assign regular checks
Choose someone to monitor access and basic supplies between agreed visits. They should know how to report a concern and who can approve a change in the rental. A unit left unattended for long periods still needs a clear management plan.
Keep the service route accessible even when the venue is closed to the public. Locks, barriers and seasonal storage can prevent a visit unless an agreed access arrangement remains in place.
Plan for pauses and removal
If the activity pauses, ask whether equipment should remain or be collected; do not assume either outcome. Follow the supplier’s guidance if severe weather may affect the placement and do not attempt to anchor or move units yourself.
At the season’s end, confirm the last use date and collection access. Explain whether the same need is expected to return so future planning can use the experience without treating the next season as already booked.