PLAN 01
Plan around deliveries, not just ticket numbers
Audience size is only a starting point. The useful questions are how many caterers share the room, what arrives at the busiest delivery, how often suppliers return and how much stock must remain overnight. Include crew catering and pre-event meals as well as public opening days. A room that works for daily replenishment may be too small when most stock arrives at once.
For a shared store, agree who controls access and which shelves or areas belong to each team. Several smaller rooms may suit separate traders or different temperature requirements better than a single large space. Send a simple stock list with your enquiry so we can discuss the layout rather than guessing from attendance alone.
PLAN 02
Choose a position that works through the event
Keep the route between the room and preparation area practical for repeated trips. Look at delivery vehicle access, trolley movement, door opening space and pedestrian routes together. A quiet corner during build can become a busy queue or vehicle route once the festival opens.
Grass, sloped and uneven sites need assessment, but they do not automatically rule out a coldroom. VCS can pack and support suitable installations with timber so the floor is level and supported throughout. Send photographs of the ground and any slope; the support arrangement and suitability must be agreed for your site.
PLAN 03
Agree the power plan before the room arrives
Give the electrical contractor or generator supplier the confirmed requirements for every room. Do not assume one spare socket will cover several refrigeration units. Discuss supply position, cable routes, operating hours and who to contact if a supply trips. Refrigeration needs to remain powered while stock is being stored, including when public areas close.
Leave the agreed ventilation and service space around the refrigeration equipment. Do not let later deliveries, temporary fencing or stacked boxes block it. Schedule enough time after installation for the room to reach its agreed operating temperature before loading.
PLAN 04
Make busy service easier
Racking can make smaller catering packs easier to find, while pallet access may be more useful for bulk deliveries. Leave working space for people and stock movement, rather than filling every part of the footprint. Position frequently used items where they can be collected without moving other deliveries.
For multi-room hires, identify each room by team or purpose and confirm its own dates. Agree who checks the room during the hire and how issues will be reported. Before collection, arrange for stock to be removed and the approach route kept clear, even if the wider site is still being dismantled.
FROM REAL INSTALLATIONS
See the Green Man Festival installation
Three 4.8 m rooms—two fridges and one freezer—with racking, supporting festival catering.
Explore the project examples →BEFORE YOU ENQUIRE
What to include in your project
You do not need every detail settled. Start with what you know and include any questions about the site or layout.
- Event address, site contact and access instructions
- Installation, first stock delivery and collection dates
- Separate fridge and freezer requirements for each team
- Ground photographs, available footprint and door route
- Power supplier, connection location and site operating hours
COMMON QUESTIONS
Festivals coldroom hire: your questions
Can rooms have different hire dates?
Yes. Include each room and its required dates in your project, for example earlier delivery for crew catering and later delivery for public traders. Availability and the delivery schedule are confirmed with the team.
Can you install on grass or uneven ground?
Potentially, following assessment. We can use timber packing and support to achieve a level, supported floor where the site is suitable. Ground photos and access information help us plan the work.
Do we need one large room or several smaller ones?
Consider separate teams, stock access, temperature requirements and delivery peaks. Several rooms can simplify separation; one larger room may suit a shared operation. We can discuss both approaches.
