Group supply pickup and delivery window
List each collection or delivery as a separate handover. Confirm the receiving person, the agreed time window and the actual destination before placing the order. Keep a buffer appropriate to the organiser’s plan rather than assuming a universal delivery duration. An event start time is not automatically the time when the venue accepts deliveries.
How to use it
- Use the supplier’s confirmed window and the venue’s confirmed receiving arrangements.
- Assign a receiver for each handover and tell them what they should check.
- Record actual receipt and follow up missing items through the order owner.
Worksheet preview
| Handover | Confirmed window | Actual destination | Receiver | Items to check | Receipt and follow-up |
|---|---|---|---|---|---|
| First collection | |||||
| Second collection | |||||
| Supplier delivery | |||||
| Participant brings supplies | |||||
| Venue-provided items | |||||
| Return collection |
Open the CSV in Excel, Numbers or Google Sheets. Save a copy before editing.
Keep order ownership visible
The person collecting a parcel may not have placed the order. Give them the item list and a way to reach the order owner without posting payment or private contact details publicly. For several deliveries, mark each one separately rather than using one “arrived” checkbox for the whole event.
Use the real receiving location
A venue address can be different from a permitted loading or collection point. Confirm the destination and access instructions with the relevant parties. If the window changes, update the receiver and the supplier together so neither relies on an obsolete message.
Continue planning
- Barbecue supplies and handover worksheet
Assign the buyer, carrier and handover check separately so supplies reach the gathering.
- Write usable venue entry instructions
Separate public directions from private access details and explain the arrival sequence.
- Write a clear group arrival message
Put the address, entrance, meeting time and contact route into one usable message.