Identify the placement decision-maker
An organiser, tenant and property manager may have different responsibilities. Ask the person controlling the space to approve the proposed location. Share the users, dates and available bathrooms so the rental business can discuss facilities without relying on conflicting instructions from separate contacts.
Make later visits part of that agreement
Review service and collection access while the property is occupied. Explain gate arrangements and any times the approach is unavailable. Keep one contact responsible for reporting a concern or changed use so the accepted plan remains clear throughout the rental.