Start with an operating calendar
Describe which days the site is open, when use is likely to peak and whether staff need facilities on closed days. A regular seasonal activity needs a different discussion from one isolated celebration. Explain planned pauses so cleaning, supplies and access can be considered across the whole period.
Prepare for changes in the usable site
Parking, stored equipment or ground conditions may change over a season. Identify a position and service approach that the property contact can keep available, and agree how changes will be reported. Do not assume that an initial delivery arrangement settles every later visit.
Confirm the closing and return arrangements separately
Ask how an early finish, extension or collection request affects the agreement. Make arrangements before gates are secured or seasonal staff leave. If facilities may be needed again later, discuss that future request separately; the current rental does not automatically reserve equipment for another season.
Write down the busy and quiet dates
A seasonal activity may operate only on weekends, have a peak holiday period, or close between sessions. Share that calendar rather than treating every day as identical. Ask how the service arrangement can accommodate changes and what notice is needed.
Closing the season
Confirm the final day facilities are needed by staff as well as visitors. Keep access open for collection after other equipment is removed. If a return booking is being considered, discuss it as a separate arrangement; do not assume the same equipment or schedule is automatically reserved.