Logistics: the basis for a successful event
As an event planning company, we know how complex an event can be, especially the logistical planning involved. There are many parts, parties and variables to consider when it comes to logistics at an event. If this isn't put together properly, there may well be a number of things that go wrong and cause you to start your event off on the wrong foot. This is something you want to avoid, of course. That's why we're sharing some tips that will get your event off to a good start.
What is event logistics?
Event logistics includes the planning, coordination and execution of all logistical activities necessary for the successful organization and execution of your event. Within our service, logistics consists of transportation, warehousing and coordination of all event materials. Whether these materials are in-house or external, proper coordination and planning are key to a flawless build-up and breakdown of your event. Besides transporting all event materials, we also make sure that your entire event is set up and taken down without you having to lift a finger.
5 tips for seamless logistics
1. Ensure good logistical planning
If you've hosted an event before, you've probably noticed how many different outside parties come to the venue to build the event. Think about catering, interior design, audio-visual technology, and so on. To keep all these parties and the entire build-up running in good lines, it is important to have a tight and proper logistical planning. Consider identifying the logistical needs of all parties and the location of the event. And with that, establish a detailed plan and schedule that you then share with all parties involved.
Here, it is also important to have some flexibility and a backup plan if something changes or goes wrong. So keep in mind the ability to adjust the schedule to changing circumstances and unforeseen moments. By having a tight schedule where everything is well thought out, with another backup plan you ensure optimization in your logistics making you more sustainable.
2. Consider sustainable transportation options
Regardless, good planning helps with sustainability of logistics. This includes transportation. On the one hand, you can look at sustainable transport options such as electric vehicles. But also consider a sustainable transport policy in which you make agreements with your drivers about driving behavior and more economical driving.
3. Making choices in suppliers and partners
The event industry is a competitive world, so there is a lot of supply in this industry. In doing so, make choices for suppliers that have the same values as your company when it comes to sustainability and circularity. Suppliers who recycle their products, for example, or use sustainable materials and who also think about their transportation and transport their products efficiently and sustainably themselves.
4. One central warehouse for all the stuff
For your event, sometimes you will also use items that are sent and need to be stored somewhere, such as giveaways. You can't always send this to the venue itself, but it is convenient to collect everything in 1 place. After all, you want to be able to efficiently load and transport everything to the event location, when the day comes. For this you can use your office but as an event agency our advantage is that we also have a warehouse where we can collect and transport everything for our clients. This way you don't have any inconvenience at the office of all the stuff, you don't have to worry about anything and you know for sure that everything will get to the location on time and efficiently.
5. Communication is key
An event is complex, there are many different parties involved, you want to surprise your guests and for this you have a logistical planning around it. Therefore, it is important to always keep clear communication. Make sure before your event that each party is aware of where you can load and unload, what times they want to be at the location, are there certain facilities, etc. It is also important to keep communicating during construction. Is someone arriving late which might put someone else in a jam with loading and unloading? Keep communicating and resolve it together.
Event logistics consists of several components that need to run well together so that everything runs smoothly. With a good planning that consists of all the details for suppliers that you communicate clearly and on time, you start your event with a good feeling. As an event agency, we have a full service that includes our logistics planning and solutions, relieving you, the client, of all the stress of an event.
Don't experience any stress while organizing your own event? We organize your event with an eye for detail and a tray of hospitality so you don't have to worry about anything. Want to know how we unburden you with our full service?