Smooth vendor logistics from load-in to teardown
A coordinated load-in schedule and clear staging areas prevent bottlenecks. Assign load-in windows and provide vendors with rules and site maps well before the event.
Load-in best practices:
- Stagger arrival times by vendor type and size to manage dock space.
- Provide a contact list with on-site supervisors for each vendor.
- Mark staging areas, storage rooms, and equipment zones on a site map.
Teardown planning:
- Communicate teardown windows and expectations about cleanup and waste removal.
- Keep a checklist of items owned by vendors and recovery procedures.
- Inspect the venue after teardown and document any damages promptly.
Efficient load-in/out relies on punctuality, good signage, and a single coordinator who enforces the timeline. This saves time and avoids conflicts between vendors.