Define the occasion and its boundaries
Give the event date, public or private nature and expected attendance pattern. A community programme, business opening and family gathering can have different venue arrangements even when their headcounts are similar.
Identify who controls the property and which indoor facilities are part of the event. Do not assume that a neighbouring building or public restroom is available to your guests without checking.
Agree the equipment position
Discuss a usable approach and the space needed around each facility. Consider accessible provision and washing alongside the main toilet requirement so they are not added after the layout has become crowded.
Where approvals are needed, use the organiser’s accepted plan. The rental provider’s equipment discussion is separate from permission to hold an event or occupy the venue.
Give setup and collection their own instructions
Provide a receiving contact and any supplier access restrictions. The event start time should not be the only timing information available to the people arranging equipment.
For your Bonita Springs request, explain the removal window and any overnight access limitations. If plans remain provisional, state which decisions must be settled before the rental can be confirmed.