As the chief event planner, your job is to create a smooth running, efficient event. One tool that will help ensure you can juggle event logistics, is a load-in schedule. This is a workable timeline of when each vendor will deliver its goods and set-up. If you have a multitude of vendors, and at large events this is a given, you do not want them all arriving at once to offload their trucks, pull away, and set up. It would be a cluster of uncontrolled activity leaving few people happy and eager to proceed with the rest of the event.
To set a good tone and to instil organization into an event, prepare a load-in schedule in advance. Click To Tweet
An important tip: stagger the arrival of your vendors. For instance, you do not want an eight-man crew waiting around to install their lighting because they will charge you for the waiting time. That can be a big ouch. Prepare a schedule based on job function.
Typically the order of the event load-in is:
- Anything that is going to be hung from the ceiling, whether it is sound, lighting, videos, or decorations
- Staging
- Sound, lighting, large décor and any other big features on the floor
- Seating (tables and chairs)
- Linens and flowers
- Entertainment
- Food and beverage
You even want to pay attention to details like this: Make sure linens are on the tables first so that the florist can bring the flowers in and place them directly on the tables instead of someplace else where they might get knocked around by carts and staff.
When the event ends, the reverse happens. It is a “first in, last out” (FILO) scenario. If the event ends at midnight, the first vendor to pack up should be food and beverage. Think about it. You do not want the lighting crew to trounce in and start dismantling. There are still decorations, tables, a stage and band equipment around. The lighting crew needs space. So clear the space first using the FILO system and have your lighting crew arrive a few hours after the food and beverage vendor has departed.
Scheduling is an essential part of event logistics. Believe us, you will be happy you took the time to come up with a rock solid schedule that keeps your event operating correctly, efficiently and within budget.
Happy planning,
Darren
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