A request for a date, not a confirmed booking

There needs to be room for a pickup and a stock trailer to get in and turn, or a driveway straight enough to back down safely. If the only way out is reversing onto a road, say so on the form.

WhyA truck and trailer cannot turn on the spot, and reversing blind onto a county road while guests are arriving is not a manoeuvre anybody should be making. Whether the rig turns around or backs out decides the arrival route and how much time arrival takes, and both are settled before the trailer is hitched.

The trailer needs one spot it can stay in for the whole visit, clear of guest parking, the caterer and the way out.

WhyThe trailer is how the animals arrived, how they leave, and their shelter if the weather turns. Once guests have parked around a trailer there is no good way to move it, so the spot is chosen before anyone else arrives.

If there is a gate, a cattle guard or a narrow spot between the road and the setup area, measure it and put the number on the form.

WhyA gate narrower than the trailer means the animals unload at the road and walk in on lead. That is a different route, a different amount of time and a different number of hands, and all three are decided before the trailer is loaded rather than at the gate.

Pace it out roughly and pick the nearest band on the form. A rough number of feet is more useful than nothing.

WhyEvery foot between the trailer and the setup area gets walked with animals on lead, past parked cars and people. Fifty feet across a lawn and four hundred feet through a festival parking lot are different jobs and get planned differently.

Where the llamas will stand, grass or packed dirt is the easy answer. If the only option is blacktop or concrete, say so on the form.

WhyDark pavement absorbs heat and holds it long after the air has cooled, and polished concrete or vinyl gives a hoof nothing to grip. Grass and dirt give footing and stay cooler. Knowing the surface at request time is what makes it possible to suggest a better corner of the property.

Say whether the ground where the trailer parks gets soft after rain, and mention it if the week before the event has been wet.

WhyA loaded trailer parked on soft ground settles into it. After a wet week the question is not whether the event goes ahead, it is where a truck can sit without needing a tractor to get out again.

We do not require a fenced or roped-in area. We simply need a safe, open space where the llamas can comfortably interact with guests and remain a safe distance from roads, moving vehicles, and other potential hazards.

WhyEvery location is a little different! A grassy area, yard, event space, or other open area can work well. We'll work with you to determine the best setup for your visit based on your property and the type of event.

Every dog on the property needs to be indoors or leashed before the trailer pulls in, and to stay that way for the whole visit. Say on the form how many there are.

WhyA loose dog reads to a llama as a predator, and an animal watching a dog is not an animal guests can meet. This one is easy to sort out before arrival and cannot be sorted out once it has started.

Cake, buffet, coolers and catering go on the other side of the space from the llamas. If they cannot move, say where they are and the setup goes elsewhere.

WhyGuests offer animals whatever is within arm's reach, and an animal that has worked out there is cake nearby is interested in the cake rather than the camera. Moving one table is easier than asking a hundred people not to feed anything.

Say what is planned: a DJ or band, a bounce house, fireworks, balloons or poppers, machinery, or a parade route going past.

WhyA bounce-house blower runs continuously and does not pause for the photo line, and fireworks and poppers are sudden. Where the noise comes from decides where the animals are set up and how the visit is timed around it.

Say what is genuinely available: shade, an outdoor spigot or hose, a power outlet, a restroom. Say plainly if there is none of it.

WhyAn animal standing through the middle of a summer afternoon needs somewhere out of the sun, and shade cannot be arranged after arrival. Whether it exists on site decides what gets loaded before the truck leaves.

If the event is at a park, an event center, a school or a care community, check its rules about animals before you send the request, and say what it needs.

WhyThose venues run their own approval, set a load-in window, and can ask for a certificate of insurance naming them. Each of those takes time to arrange and none of it can be sorted out at the gate with a trailer running.

Give a name and a mobile number for somebody who will be there and reachable on the day. Ideally not the bride, not the birthday parent and not the person running the event.

WhyThe number that matters belongs to somebody who can walk out to the driveway and open a gate. Whoever is hosting is in a dress, carrying a cake or standing in front of a room, and an event coordinator can be on the far side of the grounds.