Make the handover between volunteers explicit
Give each shift the equipment location, supply-check responsibilities, and a contact for service questions. Explain which indoor restrooms are available and which users can reach them. Discuss handwashing and accessible equipment together with the venue's walking routes. Avoid relying on an individual volunteer's memory to explain the arrangement to the next team.
Keep the site available after the crowd leaves
Teardown crews may continue working after public access ends. Include that period in the use estimate and decide who remains for collection or can provide access later. A vehicle parked for cleanup should not block the service approach. If the event changes location or opening hours, have the coordinator review the revised plan with the provider.
Compare the complete volunteer work period
Ask for delivery, equipment, handwashing, scheduled maintenance, and removal. Clarify extra service or extension terms if setup starts earlier or cleanup takes longer than initially planned.