How do you arrange a lactation room at a paid conference?

A buyer wants to know whether they can express milk during your conference. You ask the venue and get a quick yes. There's a small meeting room upstairs. Then you discover that it needs a staff key, the speakers are using it before lunch, and nobody knows whether the fridge is available after the final session.

That's why conference lactation room planning needs to cover the whole day. Arrange a clean, private space people can reach and use when they need it, with suitable furniture, power, washing facilities and a clear answer about milk storage. Protect the room from other bookings, explain the arrangements before people buy, and put someone in charge of keeping them working.

You don't need to build an elaborate lounge to make a useful provision. You do need to settle the ordinary details that become difficult when someone is already carrying a pump, trying to find a key and watching the next session start. This guide explains those decisions, with a worked conference plan, a sample attendee notice and an operating brief you can adapt.

Decide exactly what you're offering

A lactation room is a space for expressing breast milk. A nursing room may also offer privacy for feeding a baby. Your event can provide both, but the name alone won't explain the arrangement. Say whether the space is private for one person at a time, whether babies and accompanying caregivers can enter, and what equipment and facilities are available.

The room should be an option for people who want privacy. Don't turn its availability into a direction that anyone feeding a baby must leave a public area. Check the applicable rules and your venue policy before publishing attendance conditions, including conditions for infants, caregivers and employees. The public offer should describe the support without making people negotiate it at the door.

Keep childcare separate. A room with a comfortable chair doesn't include supervision, and a volunteer checking supplies hasn't agreed to care for a child. If you provide a separate childcare service, describe its provider, booking conditions and operating arrangements in its own information. Otherwise, say plainly that the attendee or their caregiver remains responsible for their child.

Think about who might use the facility beyond ticket buyers. Speakers, exhibitors and crew may need it too. An employee's workplace arrangements can involve different obligations from the attendee offer, so the relevant employer still needs to check those. Operationally, you need to know whether everyone is sharing the same rooms and who can reach them during setup, the programme and pack-down.

I would settle those questions before choosing furniture. If your team is imagining a shared parent lounge while the attendee expects a room they can lock, you'll make different decisions about access, capacity and privacy. Our wider event accessibility checklist helps you check the rest of the visit. Here, the job is to make this particular facility dependable.

Ask about practical needs without making people justify them

Publish the basic facility information openly. Someone deciding whether to buy should be able to find out whether a room exists without first disclosing that they express milk. An invitation to contact you is useful for individual arrangements, but it shouldn't be the only way to learn what the event provides.

When someone does contact you, ask about the arrangement that would help. Do they need access before the programme starts? Is there a session they are presenting during the likely time they need the room? Do they need a step-free route, storage access or space for a caregiver? You need enough detail to plan delivery, rather than an explanation of their medical history.

Make advance contact welcome rather than an admission condition. You can ask people to get in touch by a planning date while continuing to consider later requests. Tell them what you have confirmed and what you're checking. A reply that simply says "we'll accommodate you" leaves both sides guessing about the actual facilities.

Keep individual messages with the person coordinating the arrangements. Share only the information another worker needs to do their part. A steward might need to know that a caregiver can use a particular route. They don't need the attendee's feeding history or the original email thread. Don't label conference badges with lactation information or display names on a room timetable in the corridor.

Use confirmed requests to test your plan, while allowing for people who haven't contacted you. Some will decide late, some won't want to disclose anything beforehand, and some will use the facility differently from one visit to the next. Avoid predicting demand by looking at the attendee list and guessing people's ages, family circumstances or bodies.

For context, Patricia Carey and colleagues' 2025 research on lactation accommodations at continuing medical education events identified practical concerns including privacy, proximity, facilities and continued participation in the course. That research concerns a particular professional education setting. It gives you useful questions to ask, rather than a demand forecast for your own conference or evidence that a room will produce a particular ticket-sales result.

Choose a room you can actually keep available

Start with any existing lactation provision at the venue. Find out who normally uses it, whether your attendees are permitted to use it and whether it will be available during your event hours. A permanent room can be a good option, but you can't assume your event has exclusive access because the venue lists it on a floor plan.

If you're adapting another room, inspect it with the venue manager. Look at the route, privacy, ventilation, lighting, furniture, electrical supply and nearby washing facilities. Check that the proposed use is approved. Removing a meeting-room sign doesn't settle whether the room can be occupied in the way you're proposing or whether temporary partitions are suitable.

The US Office on Women's Health's guidance on locations for expressing milk discusses private spaces, chairs, flat surfaces, electricity, nearby running water and arrangements that prevent intrusion. It was written for workplaces. The practical questions help with a site visit, but its legal context and workplace staffing ratios don't establish what your conference must provide. Check your own event requirements with the venue and an appropriate adviser.

For a temporary conference arrangement, I would favour a suitable private room near the programme over a more impressive room reached through several staff doors. Walk there carrying an ordinary bag. Try the doors, check lift access where relevant and see whether someone can find the room using the proposed directions. Then check the route again with event furniture in place.

Don't assume a bathroom is an appropriate substitute. Plan a separate, clean space for expressing milk, with access to suitable handwashing and equipment-cleaning arrangements. Equally, don't take an accessible toilet out of service to create the room. That can remove a facility another attendee needs and create a new problem elsewhere in the event.

Protect the chosen room in the venue booking and production documents. Record when it becomes available for setup, when attendees can use it and when the venue can reclaim it. Tell the speaker, catering and production leads that it cannot be borrowed for interviews, storage or a last-minute meeting. If another function still needs the room, settle that conflict before promising it publicly.

An adjacent office can be a useful backup if it meets the same practical checks and the venue has agreed to release it. An uninspected room elsewhere in the building is only a possibility. Ask who can authorise its use and how quickly it can be made ready, then test that arrangement before the conference.

Make privacy work when somebody opens the door

For a single-user room, agree a way for the user to secure it against ordinary entry while still allowing safe exit and the venue's emergency procedures. Test the actual lock. Check that cleaning staff, security and production understand the occupied indicator and won't enter with a master key for a routine task.

Look through internal windows and glazing from the corridor. Check the view when the door opens, including reflections. A blind that drops halfway down a panel may leave someone visible from a nearby staircase. Ask the venue to provide an approved solution, and inspect it in the lighting conditions you'll have during the event.

Keep cameras and recording devices out of the room. If the space is normally a meeting room, inspect its video-conferencing equipment rather than assuming that nobody will use it. Agree with the venue how recording capability will be removed or made unavailable for the event. A handwritten note asking people not to turn on the camera isn't a dependable privacy arrangement.

A shared room needs individual privacy arrangements and clear information before people enter. Don't describe several chairs behind one door as private places unless each person has the protection you've promised. Ask users about their preferences instead of assuming everyone will be comfortable sharing. Where you offer shared facilities, consider how somebody who needs a single-user option can access one.

Also think about storage access. If the only fridge is inside a single-user room, the next person cannot retrieve milk without interrupting the occupant. You may need a separate suitable storage location, a different room layout or another agreed process. Solve that before choosing a system that repeatedly asks one attendee to surrender privacy for another attendee's collection.

Signs should identify the facility and explain how to get help, without identifying its current user. A simple occupied indicator can communicate availability. Avoid a public whiteboard with names and reasons for use. Give staff a private way to coordinate access if you need one, and make sure a person without a smartphone can still ask for assistance.

Plan the furniture, power and cleaning facilities together

Check the room as somewhere a person will use equipment, rather than somewhere they'll merely sit. They need a stable surface within reach, a suitable chair and somewhere for belongings that doesn't block movement. Place the chair and table so using the available socket doesn't require a cable across the doorway or the main route through the room.

Ask the venue's responsible person to check the electrical arrangement. Confirm which sockets attendees may use and whether the location works with the furniture. Avoid solving a shortage with loose extension leads introduced during setup. For an international audience, explain the venue's socket type and what the attendee needs to bring, without promising that every device or adapter will be compatible.

Provide usable lighting and ventilation throughout the room's opening hours. Test what happens when the main conference rooms close or the building switches to evening settings. A space that becomes dark when the door shuts or loses ventilation after the final session needs attention before you advertise late access.

Then identify the washing facilities. Where can someone wash their hands? Where can they clean equipment, if that's part of the provision? Are the sink, soap and drying supplies available to your attendees, or does access depend on entering a staff kitchen? Describe the actual arrangement. "Sink nearby" is unhelpful if the nearby sink is behind a locked catering door.

The CDC's breast pump cleaning and sanitising guidance distinguishes cleaning the pumping area from cleaning the parts that contact milk, and directs users to follow equipment instructions. Provide the facilities you've agreed and link to the relevant guidance. Ordinary event staff should not invent a pump-cleaning procedure or claim that wiping the table makes someone's equipment ready to use.

Agree who supplies surface-cleaning products, who checks stock and how cleaning happens without intruding. The venue should confirm products and methods suitable for the surfaces and their intended use. Keep cleaning chemicals separate from personal equipment and milk. Users may want to wipe the surface before and after use, but that doesn't replace the event's responsibility for the room's condition.

Be explicit about equipment you aren't providing. If attendees need to bring their own pump, containers and personal cleaning kit, say so before travel. Providing a shared pump introduces additional questions about suitability, personal parts, instructions and competent support. Don't add one as an unplanned amenity because a supplier has a spare.

Give a precise answer about milk storage

"There's a fridge" isn't enough information. Find out whether it is suitable for food storage, who manages it, when it can be accessed and what happens if it stops working. Confirm that your arrangement has enough usable space and that venue staff won't move containers during a catering changeover or clear the fridge before attendees leave.

The CDC's breast milk storage questions and answers says a refrigerator should be at 40°F or below and recommends appliance thermometers for checking temperatures. It also explains that expressed milk can be stored alongside other food in a suitable refrigerator. A separate fridge can simplify an event's access and organisation, but don't tell attendees that milk requires a separate appliance because it is a biohazard.

Agree the storage procedure with the venue before publishing it. Decide whether attendees place and retrieve their own sealed containers, whether there is a separate access arrangement and how they identify their belongings. Explain any outer bag or labelling requirement. Keep containers closed and don't ask ordinary volunteers to open, combine, decant or distribute milk.

If you offer a fridge, assign someone to check its operation according to the agreed venue procedure and respond to a fault. Keep the factual record you need, including when a problem was discovered and what was observed. If conditions become uncertain, inform affected people promptly. Event staff shouldn't reassure someone that milk is safe when they don't have the information or competence to make that judgement.

For personal storage and transport, point attendees to the CDC's current breast milk storage and preparation guidance, or the relevant health guidance for their circumstances. Its advice depends on storage conditions and the milk involved. Your public information should explain the event's facilities, rather than compressing all storage situations into a single time limit or telling a parent what is suitable for their child.

If you cannot provide refrigeration, say so early. Let people assess their own arrangements using appropriate guidance, and discuss requests rather than implying that any cooler will solve the problem. Don't advertise ice packs, freezer access or replacement cooling supplies unless someone has confirmed the actual service. The trip home is part of the attendee's planning too.

Set a collection time that fits the programme and departure arrangements. Someone shouldn't have to choose between the closing session and retrieving belongings before a kitchen locks. Agree how unresolved collections are handled after the published time, who retains access and how the venue receives a documented handover. Don't let pack-down instructions quietly become a disposal policy.

Allow people to use the room during sessions

Keep the facility available throughout the hours you've promised, including while talks are running. A person may need to express milk outside the official coffee break. The session programme doesn't determine their needs, and staff shouldn't be asked to decide whether somebody can wait until lunch.

The W3C's accessible event planning checklist asks organisers to consider breaks, time for movement between rooms and changes to the schedule. That is broader event accessibility guidance, rather than a lactation timetable. Apply the same practical care here by checking the route, permitting appropriate exits and re-entry, and discussing programme conflicts with the person concerned.

Offer a private conversation where the timetable creates a specific problem. A speaker may need their session moved or a colleague to cover part of a demonstration. An exhibitor may need relief at their stand. Those arrangements need agreement from the relevant team and person, with enough notice to change the programme or staffing properly.

For ticket holders, explain how to leave and return to the session. A door steward can offer a position that makes movement easier if the attendee wants one. Avoid making someone announce their reason for leaving or asking them to sit separately from their colleagues as a condition of using the facility. Brief speakers to accept people stepping out without commenting on it.

Where feasible, offer a way to catch up on missed content. That might be approved session notes, presentation materials or a recording the event is already providing. If you promise a live feed in the lactation room, confirm the permissions, captions or other required access support, connection and actual sessions covered. Make it receive-only. Never use the room as another camera location.

Be honest about what a recording replaces. It can help somebody catch a talk later, but it doesn't recreate a live discussion, networking opportunity or practical exercise. If the paid offer depends on attendance for a certificate or assessed activity, resolve the participation arrangement in advance instead of assuming that sending slides afterwards answers the problem.

You can use our guide to conference agenda breaks when reviewing the wider timetable. For this facility, check the moments when demand may overlap and how someone gets help then. Long gaps in the programme don't compensate for a room that is locked while sessions run.

Choose access rules that cope with overlapping requests

A booking system can help people plan, but it should leave room for changing needs. Ask whether an attendee wants to discuss likely times rather than requiring a fixed daily schedule. Avoid publishing a standard pumping duration as a rule for everyone. Time in the room can include setup, expressing, packing and whatever other arrangements the person needs.

If you take reservations, explain whether they guarantee a particular room and what to do if the previous user is still there. Don't make a volunteer knock repeatedly or tell somebody to finish because a booking has ended. Give the duty lead authority to arrange another suitable space and discuss changes privately.

Walk-in access also needs a response when the room is occupied. A sign saying "please wait" doesn't tell the next person where to ask for help or what alternative exists. Provide a monitored contact route and train the staff receiving it. They should acknowledge the request, check the approved alternative and explain the confirmed position without asking the waiting attendee to argue their case.

Keep the information needed to coordinate reservations private. If the event uses an ordinary calendar, inspect what other users can see and whether booking notifications disclose names. A code or private reference may be enough for coordination. Make the room's availability clear without creating a public list of who is using it.

Don't count a backup room until you know how it becomes usable. If it is the duty manager's office, agree where the manager goes, what equipment is removed and who prepares the room. Check that the route, privacy, power and cleaning provision work before the first request. A backup that needs half the production team to move their belongings is unlikely to help promptly.

There isn't one room-to-attendee ratio that this guide can responsibly give you. Use the event's known requests, programme, expected access hours and the venue's actual facilities to decide the initial provision. Then test overlapping requests and arrange a credible response to additional demand. More paid registrations should trigger a review of the plan, rather than an assumption that the original room remains enough.

A worked plan for a one-day paid conference

Let's make the decisions more concrete. Imagine a fictional event called Retail Practice Forum, with 240 paid registrations, additional speakers and crew, and a programme running from 9:30am to 5pm. All details, times, room names and costs in this example are invented. They demonstrate planning decisions, not recommended facility ratios, clinical timings, market prices or building standards.

The event uses two suitable single-user rooms, Cedar and Elm, on the same level as the main conference hall. Both are reserved for lactation and private feeding from 8:30am to 6pm. A third room, Birch, has been inspected and is held as an additional private space during those hours. It cannot be booked for other event work.

The venue has approved the furniture, locks, privacy coverings and electrical arrangements in all three rooms. There is a suitable washing area along the same corridor, with access and supplies confirmed. The event's attendee information describes the route and the facilities, including that the sinks are outside the private rooms. The team checks the completed setup again before opening.

A suitable fridge is in a separate controlled-access area near the rooms. Attendees place and collect their own labelled, sealed containers under the agreed access procedure. The fridge can be reached without entering Cedar, Elm or Birch. The venue owns its operation and checks; the event duty lead is responsible for making sure users receive timely information about a problem.

People can use the rooms without an advance reservation. Those who want to discuss timing can contact the event lead privately. The published instructions give a help route for occupied rooms. The entrance desk is staffed from 8am to 6pm, and the duty lead and deputy provide continuous responsibility during the facility's opening hours, including their own breaks.

Before the event, three attendees say they are likely to need private space at around 10:30am. The lead doesn't respond by dividing the coffee break into shorter appointments. They confirm Birch as available alongside Cedar and Elm, discuss any individual requirements and make sure all three spaces are ready. These are three overlapping requests, so two private rooms alone don't meet the stated plan.

If another person needs space at the same time, the lead checks the live situation and speaks with them privately about a suitable response. The plan doesn't claim unlimited immediate availability. The team has agreed how to escalate further room needs with the venue manager, and knows which unconfirmed alternatives cannot be offered until checked.

The main hall permits people to leave and re-enter during talks. Written speaker materials are available where permissions allow, and the event tells attendees which materials will be provided. There is no promised room feed or full conference recording. That keeps the offer accurate while still giving the team room to discuss a particular participation problem.

The rooms and fridge remain available after the 5pm programme finish, with published access until 6pm. At closing, the lead checks for outstanding collections through the private arrangements already agreed. If somebody is delayed, the lead coordinates an agreed extension or handover with the venue. Pack-down staff are not allowed to take the furniture or disconnect the fridge while it is still in use.

Show the cost of the arrangement in the budget

For this fictional event, imagine the combined hire charge for Cedar and Elm is USD600, the protected backup room costs USD150, fridge provision costs USD90, and setup supplies cost USD90. The plan also includes six additional paid cleaning hours at USD25 per hour and eight additional paid coordination hours at USD30 per hour across preparation and delivery.

Those selected costs add up to USD1,320. Cleaning contributes USD150 and additional coordination USD240. This isn't a complete event budget: it excludes ordinary duty management already scheduled, tax, any further adjustments and costs outside the described arrangement. The rates are invented. Obtain quotes for your actual venue, hours, staffing and requirements.

The useful comparison is between complete arrangements that deliver the provision you've agreed. An existing suitable venue facility may cost less than adapting several meeting rooms. A lower room-hire quote may cost more once you add privacy work, fridge access and staff time. Our event budget guide explains how to record those costs alongside the rest of production.

Protect access and privacy when reviewing savings. If you remove Birch from this example, the team must revisit the three known overlapping requests. You can't make the same promise after reducing the confirmed provision. Find another suitable arrangement and discuss it with the affected people before changing the offer.

Write attendee information people can use before booking

Put the facility description where people assess the event, then include the current details in pre-arrival information. Keep it readable as text on a phone. Someone shouldn't have to inspect a floor-plan image or download a large document to find the room's hours and ask a question.

Here's sample wording for the fictional Retail Practice Forum. It assumes the arrangements above have been checked and approved, including infant and caregiver entry. Replace every detail with your event's confirmed provision before using it. The sample is a facility notice, not a medical instruction or a complete attendance policy.

Sample lactation and private feeding notice

Private rooms for expressing milk or feeding a baby are available from 8:30am to 6pm on the conference day. Cedar and Elm are on the ground floor along the signed corridor beside the main hall. Each is used by one attendee at a time, with their baby or accompanying caregiver where needed. Birch is available as an additional private room when required.

The route from the main hall to these rooms has no steps. Each room has a chair, table, electrical outlet, privacy covering and a door that can be secured while occupied. Suitable sinks, soap and drying supplies are in the washing area along the same corridor, outside the private rooms. Ask the event lead if you need further details about the route or setup.

A fridge is available in a separate area near the rooms. The event lead can explain the access procedure, including collection without entering an occupied private room. Please bring your own pump, containers and personal cleaning equipment. You will place and collect your own sealed, labelled containers. Fridge access is available until 6pm; speak with the lead if you need to discuss a later collection.

Advance booking isn't required. If the rooms are occupied or you need help finding them, ask the entrance desk for the duty event lead. You can discuss arrangements privately through the "Attendee facilities" contact option on the event page before attending. Tell us what would help you use the facilities or take part in the programme. You don't need to send medical records.

You may leave and return to main-hall talks. Speaker materials will be provided for the sessions identified in the programme; there is no live feed in these rooms. Contact us about a specific programme conflict so we can discuss it with you. We cannot assume that materials alone will meet every participation need.

Babies may accompany registered attendees in the main hall and private feeding rooms. An accompanying caregiver can use the agreed entrance and facility route after checking in with the desk, but needs a valid conference pass to attend sessions. The event provides no childcare or supervision. The private rooms are available if you want them; you are not required to use them to feed a baby.

Check the notice against the real entry policy

That caregiver paragraph needs particular care. If your venue restricts infant entry, uses age conditions or has a separate childcare provider, resolve those details with the responsible people before copying the wording. A ticket-holder policy and a facility-access arrangement can differ. Your security team needs the approved rule, rather than a general instruction to "be flexible".

Give group buyers a simple way to share the information with their delegates. Don't ask the buyer to collect colleagues' private details. Include the room information in the main event accessibility information guide, while allowing someone to read the facility notice directly from the event page.

Loopyah's attendee email tools distinguish event updates from promotions and let you reach the relevant ticket holders with practical event information. Use that to send the checked facility notice alongside arrival details, then review the audience and test the message. The rooms, individual arrangements and on-site response still need the event team's direct coordination.

Give the duty team a brief they can act on

The public notice tells attendees what to expect. The operating brief tells staff how to deliver it. Keep the brief short enough for the incoming duty lead to use, and separate it from private attendee correspondence. Staff need current arrangements, room status and contacts, rather than a long document explaining why the facility matters.

For the fictional conference, the working brief could read as follows. The role names identify responsibilities; a real version needs the assigned staff names, working contact details and agreed cover. Check that each person accepts the task and has the access or authority needed to carry it out.

• Facility hours are 8:30am to 6pm. Cedar and Elm are single-user lactation and private feeding rooms. Birch is the inspected additional room, reserved for the same hours and ready before opening.

• The duty event lead coordinates use and individual requests. The deputy covers the lead's breaks and absences. The entrance desk can reach either person throughout opening hours without announcing an attendee's reason for contact.

• The venue duty manager owns building access, approved room setup, electrical issues and emergency coordination. The cleaning supervisor owns room condition and supplies. Cleaning visits happen after vacancy is confirmed and follow the agreed privacy procedure.

• The venue's assigned fridge operator checks and manages the appliance under the agreed procedure. Attendees handle their own sealed containers. The event lead coordinates access and communication about a fault or unresolved collection.

• The programme lead handles requests involving speaker timing, participation conditions or catch-up materials. Door stewards permit the published exit and re-entry arrangement and refer questions privately to the duty lead.

• At closing, the event lead and venue manager confirm outstanding use and collections before releasing rooms, equipment or storage access. Any extension or handover is agreed and recorded. Pack-down follows that confirmation.

Give ordinary desk staff a simple response they can remember. "I can contact the duty lead for you. Would you prefer to speak here or somewhere more private?" is useful. Asking someone to announce whether they're breastfeeding in front of the queue isn't. Staff should offer assistance without demanding personal detail or giving clinical advice.

Rehearse the awkward cases before doors open. Try arriving while Cedar and Elm are occupied, finding the lead during their break, asking to retrieve milk, and reporting a failed lock. Use the actual contact routes. A rehearsal often reveals that the deputy lacks a key or the venue manager isn't reachable through the event radio channel.

Include the rooms in the assessed emergency arrangements. The venue and event team need to know how occupants receive warnings, how they leave and how staff check the area without compromising ordinary privacy. Don't ask an attendee to remain in a private room during an incident because a session is still running or their belongings are stored nearby.

Deal with faults and changes without guessing

If a room becomes unavailable, establish what has happened before offering a replacement. A broken lock affects privacy. A blocked corridor affects access. A power fault may affect both equipment use and other building services. Tell the venue's responsible person, stop offering the affected provision where necessary, and check the alternative against the original requirements.

Contact affected attendees privately when you know who has an arrangement. Correct the public notice if the change affects the wider offer, and give the desk team the new instructions. Explain what is available now and what you're still checking. "We've moved you upstairs" is incomplete if nobody has checked the route or whether the person can use it.

For a fridge fault, preserve the factual observations and involve the assigned operator. Notify users promptly through the agreed route and explain any confirmed alternative storage provision. Don't silently move unlabelled containers, dispose of belongings during pack-down or make a safety decision on a parent's behalf. Questions about the suitability of the milk need appropriate health guidance, with the person given accurate information about the event's storage conditions.

If someone reports pain, illness or another health concern, use the event's first-aid or emergency process as appropriate. Room stewards and registration staff aren't lactation clinicians. Their job is to help the person reach the right support and deal with the facility problem, rather than diagnose a condition or recommend changing their feeding routine.

After the event, review the delivery without turning room use into an intrusive survey. Ask whether people could find the facility, access it when needed, maintain privacy and collect their belongings. Make feedback optional and private. Record operational issues such as a delayed key, depleted supplies or conflicting room instructions, with the action and owner for next time.

Be careful when interpreting room use. Few recorded enquiries don't prove that nobody needed the service, just as several uses don't establish that it caused ticket sales. Review what you actually observed and what attendees chose to tell you. Keep useful planning lessons, and remove personal information when it is no longer needed under your agreed retention arrangements.

Before the next conference opens for sale, confirm the rooms and their hours with the venue again. Walk the route, test the access procedure and check the storage arrangement. Then publish the provision you can deliver for that event. If the room can't yet be protected from another booking, resolve that with the venue before telling the next buyer it's available.