# Event furniture hire requirements worksheet

Copy this file for one event and send the approved version to each quoting supplier. Replace the example row; it is not an order. The venue and a competent local reviewer must approve the actual layout, routes, capacity and any safety-sensitive installation.

**Event:** ______  **Venue/site:** ______  **Event date:** ______  **Worksheet version/date:** ______  **Organizer owner:** ______

## 1. Furniture by zone

Use one row for each item and zone. Add rows for different sizes or finishes. `Hire needed` is the quantity requested from the supplier after confirming what the venue actually supplies; do not treat it as a capacity calculation.

| Zone / plan reference | Item and intended use | Specification / size / finish | Planned quantity | Venue-provided quantity confirmed | Hire needed | Footprint and route checked by | Open question / decision owner |
| --- | --- | --- | ---: | ---: | ---: | --- | --- |
| Example: registration | Example: staffed check-in table | Example only: size and finish to confirm | 2 | 1 | 1 | Venue lead: ______ | Confirm power/cable route: ______ |
| ______ | ______ | ______ | ______ | ______ | ______ | ______ | ______ |
| ______ | ______ | ______ | ______ | ______ | ______ | ______ | ______ |
| ______ | ______ | ______ | ______ | ______ | ______ | ______ | ______ |

## 2. Supplier and venue handoff

| Question | Agreed answer / reference | Owner | Due / confirmed date |
| --- | --- | --- | --- |
| Which entrance, unloading point and route may the supplier use? | ______ | ______ | ______ |
| Who supplies transport, unloading, positioning and final setup? | ______ | ______ | ______ |
| What delivery, setup, strike and collection windows are approved? | ______ | ______ | ______ |
| Who confirms quantities and condition at receipt and collection? | ______ | ______ | ______ |
| Which substitutions need organizer approval before dispatch? | ______ | ______ | ______ |
| What is the plan if outdoor furniture cannot be used as proposed? | ______ | ______ | ______ |
| Which supplier quote/version and site plan were approved? | ______ | ______ | ______ |

## 3. Quote and change decision

**Quoted item list/version:** ______  **Included services and exclusions:** ______  **Approved by/date:** ______

**Unresolved dimensions, quantities, access or weather questions:** ______

**Change requested / reason:** ______  **Supplier response:** ______  **Organizer decision / owner / date:** ______

This worksheet defines requirements for a quote. Use the event site layout, load-in schedule and supplier delivery tracker for their separate jobs. It does not certify safe spacing, occupancy, anchoring or any local legal requirement.