Written by: Dianna Candido
The inside scoop on event set-up, delivery, and event equipment rentals.
It’s easy to get caught up on all the fun details when planning an event. Picking out the color and theme feels more exciting than whether or not you’ll need a truck to load in all your equipment rentals, but those are the details that need to be addressed — before you lock in all those fun details. “Clients focus on the fun stuff, but the behind-the-scenes puzzle is what makes all of it possible. Understanding logistics early saves serious stress (and last-minute fees),” says Chantal Call, Account Executive at Unica.
But these can feel a bit daunting, and difficult to analyze, and come with real-life impact. “There are hidden details people don’t talk about,” says Dany Rodriguez, Jr. Account Manager. “These parts may not be as familiar, but nailing down the logistics makes events a success.”
Here’s everything you need to know about event logistics.
Logistics Are Where Events Fall Apart
Imagine you’re planning an event at a stunning Airbnb. You chose it specifically for the ambience, and you’ve nailed down the caterer, the music, and the decor. Now you’re looking into event equipment rentals. You find tables and chairs and other equipment you need to make the pieces come together, and you couldn’t be more thrilled.
But on the day of, everything crumbles.
Why? The delivery truck can’t make it up the road to the event.
This is the sort of thing that severely impacts an event. “Logistics are where events actually fall apart — not the decor, not the vibe. If your tent can’t get through the gate, the whole day unravels,” says Chantal.
We know how stressful it can be imagining all the different scenarios and figuring out what needs to be done for a successful event, which is why we stress the importance of logistics to all our clientele. So where do you start?
The Number One Logistical Detail: Event Space Access
This is the biggest and most important question.
Chantal gives us the most important question when it comes to logistics: “Where does equipment come in and out?” Any vendor, whether it’s a caterer, event production team, or event rental company, will need to know what access looks like. And that goes further than just “the back entry.” It covers things like:
- The kind of event equipment delivery that can access your venue. Can a large truck get to your venue? Do you need a semi, forklift, or small truck, and can each of those get to the loading dock?
- Event venue geography and location. What do the roads look like leading up to your venue? What’s the geography and layout like? Is your venue in an urban environment or on country roads? Is there a narrow alley or a large loading dock?
- Venue-specific access details. Are there other limitations from the venue? Freight elevators to help get to your event space? Any specific load-in and load-out times or instructions that need to be followed, such as dock time limits?
These will all depend on your venue. Without these crucial details, event setup could be delayed, equipment could not be delivered, and additional fees could be incurred that negatively impact your budget.
Which brings us to our next point…
Vendors Have to Coordinate With Each Other — and the Venue
Some venues with load-in docks can only support a few vendors at a time. “If limitations aren’t fully understood, it can stop vendors from meeting timing deadlines, which can derail the event,” explains Austin Venezia, Jr. Account Manager.
The vendors for your event can’t all arrive at the same time. That’s why established venues often have load-in and out times, docking limitations, and specific rules to allow everyone adequate time to keep the event from stalling.
“If you have lighting and you need a scissorlift, you don’t want rentals coming in at the same time,” explains Melody Yeung, Vice President of Unica. Load-in (and load-out) needs to be organized and coordinated to keep things moving smoothly. But what that looks like depends on the event venue. “In some venues, for example, our truck and other trucks can’t sit in the dock for long. You have a half hour at the dock, and if you don’t finish, then there is not much you can do.” That’s why when it comes to coordinating arrival, the details matter.
As a third party coming in to support events, we’re sometimes caught in an unintentional game of “telephone” when coordinating with other event parties. Information can fall through the cracks between the client, planner, and vendor.
“By the time the information gets to us, something may be missed. This is why it’s so vital to ask our clients questions that may seem redundant,” says Dany. “When we have the right information, it shows.” That’s why we use logistical tools, such as an event diagram covering important aspects of the event, including…
- Spacing and guest count
- Egress and ingress
- Breakdowns of responsibilities
- Weight on tents, umbrellas, string lights
- Safety details, including on heating
Asking the right questions and event diagrams helps ensure that your event doesn’t face unexpected bottlenecks on the day of.
What Event Equipment Do You Need? Forklift vs Small Trucks
The right loading equipment isn’t always determined by the volume of gear you need to bring to your event. Instead, it may depend on the type of event equipment you have or the venue.
Forklifts are generally used for:
- Heavy staging
- Structural pieces
- Palletized flooring
- Specific loading docks
Small trucks are generally used for:
- Tight urban venues
- Narrow driveways
- Winding residential roads
Bring this up to your event production team. And remember — we’re here to support you, and the more you know and understand, the better. “The best clients ask early: ‘What am I not thinking about?’” says Chantal. At Unica, we know exactly which questions to ask and how to support our clients so that event logistics don’t disrupt your event.
Who Can Help You Make a Solid Logistics Plan For Your Event
At Unica, we make sure that our piece fits into the puzzle. “Our goal is that clients don’t have to think about this on event day because we already did,” says Chantal. “We walk the site together, map out the full picture — access points, order details, logistics — and build a delivery plan that actually works with forklifts, vehicle splits, or whatever it takes.”
A good logistics plan should answer:
Do I need a forklift for my event?
Can I get everything to my event space with just a small truck?
Who is going to drive all the rental equipment to the location of the event?
Do I need help loading and unloading?
When does the load-in and out take place?
These decisions actually make an impact. According to Chantal, “heavy equipment requires real planning, real gear, and real people.” If you need a delivery truck or a forklift, someone has to be there to deliver it, drive it, understand when to arrive and what needs to be done. That way, you experience an event that lives up to what you envision.
If you’re planning an event and are not sure how to get started on logistics, let’s talk through it before load-in day.
