Keep one set of rental details
Record the equipment, position, visiting arrangements and contact for changes. Make it available to each organiser rather than relying on an informal handoff. Explain the active dates and quiet periods so service can be discussed around the actual use.
Review the plan when attendance changes
More participants or an added session may alter washing, supplies and quantity needs. Ask the rental business to confirm revisions instead of assuming the original setup covers them. Keep the property accessible between activities and arrange collection separately from the final session.
How does the next organiser learn the current arrangement?
Use a single handover with the accepted equipment, property position, next visit and contact for problems. Note attendance or schedule changes that still need supplier confirmation. A recurring program should not depend on one volunteer being present to explain every rental detail.