Sketch the pavilion with a few tables in use and with the largest event you expect to host. Include setup, storage and the routes people use between the covered area and the rest of the site.
Start with activities
List the events and daily routines the space should support. Note whether people sit at tables, gather in a circle, watch a presentation or move freely. Draw the furniture for each arrangement, including chairs pulled out and the routes between groups.
Record what arrives with an event: food, decorations, sound equipment and temporary furniture. Identify where these items are stored, unloaded and taken away. Covered floor area alone does not answer those questions.
Walk the edges
Show how people approach from parking, nearby buildings and outdoor areas. Discuss where they enter the covered space and whether columns could interrupt a preferred route or view. Ask the design team to establish a layout suited to the actual site and use.
Consider the edges during changing weather without assuming that a roof makes an outdoor room usable in every condition. Describe expectations for shade, shelter and any future enclosure as separate design questions.
Define the supporting scope
List lighting, power, furniture and any serving or storage facilities you want discussed. Identify what is permanent and what event organizers would bring temporarily. Ask who coordinates those choices with the structure.
If the pavilion is part of a larger property plan, explain its relationship to existing buildings and future improvements. A standalone roof and an addition connected to another building deserve distinct scope discussions.
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