A regular market can have the same address every month and still need a different toilet plan each time. Before you ask for a quote, put each date on its own line. Record when the crowd will peak, which venue toilets will actually be open and when a truck can get in and out. That gives the hire team something more useful than “same as last month”.
Download the printable market toilet planner (one-page A4 PDF). Print it in landscape. There’s room for four dates; use another copy for a longer series. Keep the full sheet with the person coordinating the booking rather than posting contact numbers on a public stallholder plan.
Start with what stays the same
Write the venue and organiser at the top. Ask the venue contact which gate the truck should use and where they want the units placed. Walk the route before stalls go up. A gate that’s easy to reach on Friday can be blocked by a coffee van on Saturday. The delivery photo checklist shows which views help explain the approach.
Give every market date its own row
Start with trading hours, expected attendance and the busiest part of the day. A day-long visitor total won’t tell the hire team that half the crowd arrives for a lunchtime performance. If you only have an estimate, label it. For help with that conversation, see planning toilet numbers for an event.
Write down the facilities the venue has agreed to open, their hours and any access needs still to resolve. A locked clubhouse toilet doesn’t help an early stallholder. If a particular facility is essential, note who will confirm it before the booking is finalised. The event toilet setup guide can help with the equipment discussion.
Record delivery and collection separately. Add the name and phone number of the person who can open the gate at each end of the hire. If access changes after pack-down, say which gate the driver should use. Note any cleaning or pump-out you want quoted and when a vehicle could reach the units. Ongoing servicing isn’t included by default with short-term event portaloo hire.
Worked example: the same oval, two different Saturdays
Imagine a monthly Brisbane market. On its ordinary Saturday, the organiser expects 250 visitors spread across the morning. The clubhouse will be open during trade. The groundskeeper can unlock the east gate on Friday afternoon and again for the agreed collection. Those details go in the first row; the organiser still needs the hire team to confirm the arrangements.
For the holiday edition, the organiser expects 600 visitors and a late-afternoon rush. The clubhouse closes at noon and the food stalls will occupy the east entrance. On the second row, the organiser notes the shorter toilet hours, asks the venue to check the west gate and requests a price for an extra service if needed. They send an updated photo rather than treating last month’s access plan as confirmed. These are example crowds, not recommended toilet numbers.
Send the changes with your quote request
Circle anything still to confirm: a gate key, a venue opening time, a service window or the person meeting the driver. Send the dates and those open questions when you request a quote. Ask which dates and arrangements the quote covers. A worksheet helps coordinate a series; filling it in doesn’t reserve units or carry an earlier booking forward.
