Create one supplier list
List tents and rentals, tables and chairs, decor, lighting, photography and video, catering, entertainment or DJ, transportation, florals and event planning. Include only the services your occasion needs. This guide does not designate vendors as approved or preferred.
Confirm access and equipment placement
Ask the host about unloading, parking, setup areas, power requirements and access windows. Give each supplier the approved plan and ask them to confirm what their quote includes. Do not assume tents, furniture, AV or catering are provided by the estate.
- Share equipment sizes and delivery vehicle needs.
- Confirm setup and teardown responsibilities.
- Ask about any required documents or insurance for the specific plan.
Count the people working on the event
Daily attendance includes overnight guests, event attendees, vendors and setup crews. Supplied overnight accommodation is 16, or 21 with the basement, even when an approved event has much higher attendance.
Agree on timing, weather and cleanup
Discuss weather alternatives and any proposed tent plan before ordering rentals. Confirm music and entertainment arrangements, decor attachment methods, catering preparation, waste and collection responsibilities with the host. Supplier commitments should match confirmed property access.
- Use a shared timeline with one contact for each supplier.
- Confirm what happens if the weather changes.
- Keep rentals and supplier agreements separate from accommodation booking.
Next steps for your plan
An inquiry does not reserve dates or approve an event. The host confirms availability, requirements and pricing.