1. Decide who the delivery is for, before anything arrives
- Name one receiver. This is the committee member or volunteer handling Diwali decor, plus a backup. Give security both names and flat numbers.
- Tell the facility manager the date. Common-area items are different from a resident's parcel. If security doesn't know the box is for the lobby, it can sit at the desk for days or go to the wrong flat.
- Agree where it is stored. This could be the association room, the FM office or a lockable cupboard. Decor left at the security cabin tends to get opened, moved or mixed up with other parcels.
2. Gate rules that usually apply
| Question security will ask | What to have ready |
|---|---|
| Is the visitor expected? | A pre-approved entry in your community app, or a note in the security register, with the vendor name and date |
| Who is it for? | The receiver's name and flat number, with "for the lobby / association" written next to it |
| Can the delivery person come inside? | Many communities keep vendors at the gate. Decide whether the receiver comes down, or security hands the box over |
| Can they set things up in the lobby? | A vendor setting up in common areas usually needs the FM's or committee's OK. Delivery to the gate does not |
| What time? | Some gates restrict vendor entry late at night or during school-bus hours. Pick a daytime window |
Rules differ between communities. Your bye-laws and your FM's security instructions come first.
3. Checking the delivery at the gate
- The receiver opens the box the same day, ideally in front of security or with a photo.
- Test every light string and LED diya there and then. Packs often contain a few duds, and it is much easier to report them the same day.
- Keep the shop receipts with the association's Diwali accounts. The treasurer will ask.
4. If a delivery is missed or something arrives broken
- Missed date: check the security register first. Many "missed" deliveries were actually received at the gate under a different name.
- Still missing: contact the vendor the same day with your gate address and the receiver's name. Leave time before Diwali: a replacement needs a few days.
- Broken or not working: take a photo before you throw anything away and report it quickly. Most vendors set a short window for this.
5. A message you can post in the committee group
"Lobby Diwali kit arrives on [date] at the main gate. Receiver: [name, flat], backup [name, flat]. Security, please call one of us and don't send it to a flat. We'll open and test it the same day, and receipts go to the treasurer."
For the decoration itself (layout, lights, rangoli and volunteer roles), see the Diwali lobby decoration checklist and the free volunteer sheet.
- Delivery: to the gate or security desk of the address you give us, on the date you pick, between 20 Oct and 7 Nov. The shop receipts for every item come with the kit.
- Missed or broken: if we miss your date, or an item arrives broken or not working, tell us within 48 hours with a photo and we replace or refund that item.
Running the desk itself? See parcel room rules for the festive rush.
Free printable: the Diwali lobby desk kit (guest and delivery register, lobby sign, desk rules card) and the Diwali guest entry rules.
On the committee? Get a free lobby layout plan
Send one photo of your lobby or entrance. We'll mark where the rangoli, diyas and lights go and send the plan back within a day. Free, no payment, keep it even if you buy everything yourself. If you'd rather not shop, our kit is ₹3,499 delivered to your gate.