You need to move your event equipment. How can you ensure it arrives safely and on time?

Plan ahead and prepare to the extent possible in advance. Reach out to the venue in advance to coordinate and confirm availability and safety hazards. Verify if there are insurance requirements and ensure you have appropriate insurance prior to the event.

in my experience with events, i take planning and following a plan to the next level, i have a checklist that i follow everyday up until the day of the event, i always try to work with the best and reliable vendors, i try to keep in mind that things can go wrong and always use my problem solving skills to overcome whatever obstacle in the way. planning a head and following up with vendors, venue and prinhouses etc. is the key.

Start by creating a detailed logistics plan that outlines the equipment needed for the event and the transportation arrangements. Consider factors such as the size and weight of the equipment, transportation options available, and any potential obstacles or challenges along the way. Planning ahead allows you to anticipate potential issues and address them proactively.

Planning logistics ahead for the movement of your equipment, has proven to be helpful. Logistics can either be handled directly or outsourced to a company whose sole responsibility is logistics. It’s also important you move your equipment a day or two before set up, if the venue manager will permit you to do so. This prevents delay that may be caused by traffic, flat tyre, vehicle breakdown or any unforeseen circumstances.

We started by holding a team meeting to discuss the agreed Terms of Reference (ToR) for the upcoming event. We then created a checklist of tasks that need to be completed. We highly recommend inviting all supporting vendors, including partnership supporting companies, to the meeting to gather their advice and direction based on their experience. It is crucial to ensure that every team member agrees with the ToR and the checklist. We also request each team member to prepare a job status report for our weekly (or any agreed-duration) meetings. This report will be monitored by all concerned parties.

If its AV equipments, Use hard cases with sponge fittings, proper tagging is required. Avoid unnecessary jerks and have enough manpower to manage the transportation properly on time. Try to carry extra cables every time, and check the cables before packing them at least once. Always carry extra accessories like batteries, Mics , Mic stands and basic stuff. Proper arrangement from starting till the pack-up is really important. And label your equipments properly with your branding so to avoid exchange.

Todo equipo requiere de poder ser transportado con seguridad y asi poder llegar de buena forma a destino. Tengamos en cuenta el cuidado de cada uno, como así tambien que en el camino podemos tener imprevistos.

I’ve shipped many architectural models for client meetings and the key is always good packing. Time can be made up with express delivery, but making sure all the pieces and bits-and-bobs stay put during the haul is what makes or breaks, literally, the project! A sturdy box, sometimes custom made, and lots of foam (bubble wrap, sticky foam, foam blocks, you name it) is the key to success. Also, pack extra material, adhesives and scissors for last minute touch-ups.

I will not tell you this. I will tell you something smarter. Rent a place everything so you don’t need to pack too many things. For example you can use a location with music, food, lights, drinks so you don’t need to pack too many things for the event

To ensure the safe and timely arrival of equipment, use reputable shipping carriers, pack items securely with proper cushioning, label packages accurately, and consider insurance for added protection against any potential damages during transit. Select a reliable shipping company known for handling delicate items carefully. When packing, use sturdy boxes and ample padding like bubble wrap or foam to safeguard equipment from shocks or vibrations. Securely tape and seal packages to prevent any accidental openings.

With freight theft at an all time high, if the cargo is of value then attaching an IOT device for visibility into location and conditions should be mandatory.

Communication is crucial!! We did an event in the Fall and 3 boxes were sent to the center, along with several other people sending boxes. The event center signed for all of them and put them in a room that everyone had access to. We still have never found those boxes and the delivery company wouldn't settle with insurance because the boxes were signed for. Find out before you send anything how the conference center will handle situations of protecting what you ship. In all our years, this has never happened. But it only took one time to make us realize we can never do this again. Funny thing - it was 3 boxes of expensive dog treats and toys. Someone probably got really disappointed when they opened those boxes. Or really happy.

You need to have a clear plan first so you can explain to the transportation provider where they need to be, when, what do to if they don’t find what you said, offer them a few phone numbers if they have questions and make sure you work with a legit company that have insurance and all the papers in order.

Maintain open communication channels with the transportation company or individuals responsible for moving the equipment. Provide them with detailed instructions regarding pickup and delivery times, special handling requirements, and contact information for any on-site coordinators or points of contact. Clear communication helps prevent misunderstandings and ensures a smooth transportation process.

Make sure all the staff involved involved in the event keeps track of their own equipment including that which might belong to specific directors or managers within your organization. This is much more preferable than leaving all of the equipment with one person or small group, even more so than leaving that equipment with a third-party present at the event or in the event planning. If you are hosting multiple events in the same day or week, communicate clearly who should be at those events and what equipment they bring including which is set to stay for the duration of the event or until end of business that day.

Before moving event equipment, conduct a thorough inspection, documenting its current condition. Note any existing damage, take photographs, and keep a detailed record. This serves as crucial evidence in case of transit-related issues.

Most of the time you will not have time to check everything so you can do something different. You can send someone from your team or a friend with the transportation if you have something valuable inside the boxes. And don’t forget about the insurance.

Personally, I want every piece of equipment inspected before it's even moved out of their original spots, and everything meticulously recorded as well. When the destination is reached, I want the same process followed on the backend. Each piece of equipment will be closely looked over and inspected for any damage or breakage; any changes at all. Everything is to be recorded again, of course, and compared to the recorded inspection before transport. I like to simplify things when speaking about them or I get off track - haha, I hope my answers aren't too basic 😕 I've not contributed to anything on LinkedIn until today!

Before loading the equipment onto the transport vehicle, conduct a thorough inspection to check for any pre-existing damage or issues. Document any findings with photographs or written notes to serve as evidence in case of damage claims. Likewise, upon arrival at the event venue, inspect the equipment again to verify that it arrived safely and in good condition.

Before loading the equipment onto the transport vehicle, conduct a thorough inspection to check for any pre-existing damage or issues. Document any findings with photographs or written notes to serve as evidence in case of damage claims.

Choose best vendor. Work with a time planning. And expect that things can go wrong. So, you have time to a plan B. Event is a live and colored.

Always analyse the risk and potential threats while planning a event. Try to avoid conflicts by keeping yourself cool. Never agree to unrealistic targets/goals. The most important if planning a really big event for the first time don't do experiments, learn & take lessons from the experts in their specific fields. Learn to say NO also at times as just spending money on anything without proper experience may result in bigger drawbacks too.

Do keep in mind the distance between events and if not too far do it in-house. It’s a lot more cost effective and since it’s your own equipment you tend to be a lot more careful. This way all factors of safety, timelines etc can be met.

Don’t skip site visits and pre planning. Everything not only needs to fit in the venue, but it has to move up ramps, around corners through unexpected doors and sometimes you can use that obvious freight elevator. Confirm the little details.

Over the years of experience… I noticed something….people want to have the best answers… or look perfect! Don’t overthink… keep it simple. Don’t use flawed straps or anything with flat tires or stuff only you know to operate! Prevent the problem before it becomes one. If you need to take more trips to deliver it safely.. do that! I’m speaking from experience! Don’t blame others for errors… always double check for your understanding not underlying the person word or trust! Treat it like you own it! Everything starts with how you feel about the job or yourself! Feel great do great! Deliver the equipment with authority! Proud! Check list is too much pressure! Communication and Teamwork wins ! There’s no I in team… I hear there’s a me in it!