{"id":1634,"date":"2015-10-15T06:00:31","date_gmt":"2015-10-15T06:00:31","guid":{"rendered":"http:\/\/theeventu.com\/?p=1634"},"modified":"2019-03-04T04:41:41","modified_gmt":"2019-03-04T04:41:41","slug":"vendor-load-in-and-setup-time-is-money","status":"publish","type":"post","link":"https:\/\/theeventu.com\/individuals\/blog\/vendor-load-in-and-setup-time-is-money\/","title":{"rendered":"Vendor Load-In and Setup, Time is Money"},"content":{"rendered":"

What’s the number one time killer for any event? Vendor load-in and setup.<\/p>\n

So, to ensure an event that’s smooth sailing, you’re going to have to do some serious planning and keep everything on schedule during this critical time.<\/p>\n

You will\u00a0be working with many different vendors for each event including lighting crew, audio\/visual techs, event space staff, florists, caterers – the list goes on.\u00a0With that in mind, the time they all arrive, how long it will take them to offload their trucks and how long it will take them to set-up must be organized into a logical timetable<\/em>.<\/p>\n

Most vendors will charge\u00a0you based on equipment rental and labour \u2013 that includes how long it takes to get the item delivered, set-up, and tested. In this case time really is money,<\/strong> and if this process isn\u2019t meticulously planned, you\u2019re going to be losing a lot of it.<\/p>\n

How can you make this process run smoothly?<\/h3>\n

Our best tip is “don’t have vendors all come at the same time just because that\u2019s when you have room access.”<\/strong>\u00a0Click to Tweet This Quote<\/strong><\/a><\/p>\n

Schedule them to come based on their job function and use your CAD to know exactly what needs to come in and where it’s going to go. Read more about\u00a0CADs here<\/a>.<\/p>\n

Think about it this way: when you\u2019re building a house, you don\u2019t want your kitchen counters delivered when the workers have just started framing the house. It\u2019s no different when you\u2019re building an event. What if the florist arrives and the linens aren\u2019t on the tables? The flowers will have to be somewhere, likely\u00a0in the way of carts and people trying to get everything else ready. Plus, you\u2019ll lose money as the florist waits until you\u2019re ready.<\/p>\n

What’s the correct order for Vendor Load-in and Setup? Base your schedule off of this guideline:<\/h3>\n
    \n
  1. Things that will be hung from the ceiling (sound, lighting, videos, decoration, etc.)<\/li>\n
  2. Staging<\/li>\n
  3. Sound, lighting and other large features that will be on the floor<\/li>\n
  4. Seating (tables and chairs)<\/li>\n
  5. Linens and flowers<\/li>\n
  6. Entertainment setup<\/li>\n
  7. Food and beverage<\/li>\n<\/ol>\n

    Bonus tip: Reverse this order when you\u2019re cleaning up at the end of the night for a fast and easy break down.<\/h4>\n

    Scheduling is an essential element in producing an event correctly, efficiently, and within budget. Neglect it at your peril. Read more about handling these event logistics in this article<\/a>.<\/p>\n

    Let us know in the comments – Have you ever had a bad experience with loading in an event?<\/strong><\/h4>\n

    My Amazon Best Selling Book, \u201cGoing Live: Insider Secrets to Corporate Event Production\u201d is available as a FREE download. Get it\u00a0by clicking here.<\/a><\/strong><\/p>\n

    \n

    Have you spent countless hours searching for an online corporate event planning course to help you learn the intricacies of planning a successful event?<\/h4>\n

    YOU CAN STOP SEARCHING!<\/h1>\n

    Register now for E.P.I.C<\/h2>\n Go E.P.I.C.<\/strong><\/a>\n \"E.P.I.C.\n<\/div>","protected":false},"excerpt":{"rendered":"

    What’s the number one time killer for any event? Vendor load-in and setup. So, to ensure an event that’s smooth sailing, you’re going to have to do some serious planning and keep everything on schedule during this critical time. You will\u00a0be working with many different vendors for each event including lighting crew, audio\/visual techs, event
    Read more<\/a><\/p>\n","protected":false},"author":3,"featured_media":2733,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"inline_featured_image":false},"categories":[5],"tags":[147,114,8,136,137,203,205,204,138,139,120],"yoast_head":"\nVendor Load-In and Setup, Time is Money - The Event U<\/title>\n<meta name=\"description\" content=\"If you want your event set-up to go smoothly, remember, Vendor Load-In and Setup is critical. 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