Why does logistics start even in the warehouse?

Event logistics begins before the vehicle arrives at the warehouse ramp. First, it is necessary to determine, what exactly is going to be transported for execution, how it will be packed, which transport will be used, and in what order it will be needed on site..

The list of devices resulting from the technical project is not yet a complete transport plan. The sound system itself includes cables, multicore cables, stage boxes, stands, power supply, mounting elements, tools, spare parts, or equipment for the FOH position. The same applies in the case of lighting and video.

For larger comprehensive technical support of the event, it is necessary to additionally coordinate several departments. If audio, lighting, video, and technical infrastructure are going to the site, the way the equipment is prepared directly affects the later course of the load-in.

Poorly prepared transport can create problems even before the actual assembly begins. If the device needed first is located behind several cases that are only needed a few hours later, the crew wastes time on unnecessary reloading. 

Equipment assembly and check-out

Assembly involves preparing all the equipment needed for execution according to the project, riders, and established scope. Check-out is the control stage before releasing the equipment from the warehouse.

It is not enough to check if the list includes a "mixer" or a "wireless system." All elements needed for their actual operation must be taken into account.

For the FOH position, these may include:

• a console and appropriate cases,
• stage boxes and signal infrastructure,
• cables,
• network devices,
• power supply,
• accessories,
• spare parts.

In RF systems, receivers, transmitters, antennas, antenna distribution, RF cables, power supplies, batteries, and chargers are included. One missing element can prevent the use of a significantly more expensive set of devices.

Check-out reduces such risk. Depending on the system, it may include checks for completeness, the condition of devices and accessories, and a basic functionality check.

That is why the warehouse is part of the technical production, and not just a storage place for equipment. 

How is packing and loading order planned?

Equipment should be packed not only to ensure it safely arrives at the destination but also to allow for efficient unloading and use according to the assembly order.

In practice, this means using appropriate transport cases, racks, carts, and other solutions that allow for transporting devices in predictable sets. A well-prepared case can contain a complete functional set instead of a random group of devices.

For example, a wireless system rack can travel with the necessary RF equipment, and a microphone set with the appropriate mounts and accessories. This way, when the case is opened, the team does not have to search for missing elements in several other cases.

The loading order should take into account the unloading order.

If the first step on site is building the structure, the elements needed by the rigging team should not be inaccessible until the equipment intended for later stages is unloaded.

The use of space and secure load protection is also important. The mere fact that the equipment physically fits in the vehicle does not yet mean that the transport has been well planned.

Transport – what influences the number and type of vehicles?

The number and type of vehicles primarily depend on the quantity, dimensions, and weight of the equipment as well as how it is packed. In practice, however, the logistics of the event itself must also be taken into account.

The following are significant:

• the number and sizes of cases,
• the weight of the cargo,
• large equipment,
• structures and stage elements,
• access to the venue,
• delivery schedule,
• the order of load-in and load-out,
• the possibility of parking and unloading.

Two productions using a similar amount of equipment may therefore require completely different transport organization.

Delivery to a hall with a loading dock and direct access to the event space looks different than to a venue where the equipment must be moved through narrow corridors and an elevator.

The distance between the warehouse and the event is just one of the cost elements.A vehicle may cover only a few kilometers, yet the logistics can still be time-consuming and expensive.

What is load-in?

Load-in is the process of bringing equipment and technical infrastructure into the event location and preparing them for assembly. It is not a synonym for just unloading the vehicle.

It may include:

• providing vehicles,
• unloading,
• transporting cases to the appropriate areas,
• arranging equipment,
• starting the next stages of assembly.

For a small event, the entire process can be relatively simple. For a large production, load-in becomes a separate element of the schedule.

It is then necessary to determine when individual vehicles and crews arrive, which zones are available, and what must be done before starting the next tasks.

If several vehicles arrive simultaneously at a facility with only one unloading area, additional vehicles will not speed up the assembly. They may even hinder the work.

Loading dock, elevators, ramps, and transport roads

Access to the facility can have as much impact on the assembly time as the amount of equipment. Therefore, logistical issues should be checked before execution.

During the site visit before the technical execution of the event it is worth verifying, among other things:

• the possibility of vehicle access,
• the unloading area,
• gates and doors,
• freight elevators,
• ramps,
• stairs and thresholds,
• the width of transport corridors,
• the distance from the unloading area to the stage,
• the facility's time restrictions.

The so-called last mile, or the final segment of the equipment's journey inside the venue, is particularly important.

A vehicle can get almost to the stage or stop several hundred meters away from it. In the latter case, each case must be additionally transported, which requires time and the appropriate number of people.

The dimensions of the equipment are also important. If a large screen, the structure, or the transport case does not fit in the elevator or doors, a larger number of technicians does not solve the problem.

Why does the order of assembly matter?

The order of assembly results from the dependencies between the various systems. Some tasks must be completed earlier, as they enable the start of the next ones.

There is no universal order suitable for every event. The assembly of a conference in a hotel looks different, the assembly of a club concert looks different, and the assembly of a large outdoor stage looks different.

structures and rigging

Structures and rigging often rank high in the hierarchy of dependencies. If the equipment is to be suspended, it is necessary to prepare the appropriate infrastructure before it is possible to complete the assembly of the PA, lights, or screens.

Delaying this stage can therefore halt several subsequent crews.

In the case of large productions, the method of preparing the structures, the order of lifting, and the division of responsibilities should be established in advance within the technical organization of a large festival or concert.

power supply

Systems require properly prepared power supply, but the method of its distribution must correspond to the actual technical layout.

Therefore, it is necessary to know the location of the equipment and the technical points in advance. The power supply for audio, lights, video, or stage infrastructure should not be created as an accidental network of extension cords added as new needs arise.

stage

On stage, many systems meet: backline, monitoring, microphones, DI boxes, stage boxes, signal cables, power supply, and elements of the set design.

Therefore, the layout of the stage should be known before starting proper patching. Moving the drum riser after preparing all the cables may mean the need to rebuild part of the installation.

audio

Audio installation may include a PA system, subwoofers, front fills, FOH position, monitoring, stage boxes, patch, wireless systems and the entire signal infrastructure.

Some elements may be prepared in parallel, but starting the whole requires completing previous work and the availability of appropriate connections.

At concerts, the next stage is preparing the stage and cabling before the band arrives, so that it is possible to efficiently perform the line check and soundcheck.

light

Lighting requires the installation of devices, infrastructure for signal and power, addressing, and control configuration.

If the devices are on suspended structures, a significant part of the work must be done before raising the structure to the target height. Later access may be difficult or require additional equipment.

video

Video may include LED screens, projectors, monitors, cameras, vision mixing, converters, processing, and signal infrastructure.

This department is heavily dependent on the set design and construction. The placement of the screen affects the lighting, cameras, and sightlines, and the placement of the production position may require shared space with FOH.

Therefore, individual departments should not design their systems completely independently.

How is the work of several teams planned simultaneously?

Parallel work of teams speeds up production only when their tasks do not block each other. Simply increasing the number of technicians does not mean a proportional reduction in assembly time.

If one team needs access to a space occupied by another, waiting begins. A similar problem arises when all departments try to use one elevator, ramp, or lift at the same time.

Therefore, the schedule should specify:

• the order of main tasks,
• tasks performed in parallel,
• dependencies between teams,
• access to shared infrastructure,
• moments of handing over completed areas to other departments.

For example, part of the audio team can prepare FOH while other elements of the system are being assembled in parallel. However, this does not mean that each stage can be started independently of the others.

For larger events, a person is needed to coordinate these dependencies. This is one of the elements that should be established during collaboration with the technical company in organizing the event..

Configuration and commissioning of systems

The physical setup of devices does not yet mean the completion of assembly. The next step is the commissioning and configuration of systems.

In audio, this may involve starting consoles, stage boxes, audio networks, DSP, amplifiers, wireless systems, and monitoring. In video, routing, processing, and end devices need to be configured, and in lighting – control and communication with devices.

This stage allows you to detect problems that are not visible during the actual setup of the equipment.

The device may be exactly where it should be, but not receiving a signal. All cables may be connected, but the routing may not match the design.

Therefore, "installation completed" and "system ready to work" are not always the same moment.

Tests and rehearsals before the event

After the systems are launched, their operation must be checked before the event begins. The scope of testing depends on the nature of the production.

At a concert, there may be sequential connection checks, line check and professional soundcheck. At a conference, there are also rehearsals for presentations, microphones, video materials, monitoring, and switching between sources.

In multi-system implementations, the cooperation of departments is also tested.

The signal from the presentation computer may be needed simultaneously:

• on the screen,
• in streaming,
• in recording,
• on stage previews.

Each of these paths may work correctly separately, but the problem may only reveal itself during the testing of the entire workflow.

Time for testing is not a reserve after installation. It is part of the installation needed to confirm the system's readiness.

What happens after the show ends?

The end of the program for the audience does not mean the end of work for the technical crew. After the last point of the event, another stage of production begins.

First, it is necessary to determine which systems can be safely turned off and when disassembly can begin. Sometimes part of the infrastructure is still needed – e.g., work lighting, communication, power, or systems used during the exit from the venue.

Not all teams can also start working at the same time.

If participants are still in the event space, some operations may be impossible or dangerous. In other cases, the venue imposes a specific time for the start or end of disassembly.

Therefore, the production schedule does not end with the item "end of the event".

Strike and load-out

Strike means the disassembly of technical installations after the event. Load-out involves removing equipment from the venue and reloading it into vehicles.

In practice, the process may look as follows:

show end → safe shutdown of systems → strike → packing → transport cases → load-out → securing the load → departure.

The order still matters. You cannot disassemble element that is still needed to safely perform other tasks.

In larger productions, vehicles should also arrive in the correct order. Arriving all vehicles too early can block the space, and arriving too late can leave ready-to-be-removed cases without the possibility of loading.

A well-planned load-out shortens the working time of teams, but it cannot come at the expense of safety.

Why is disassembly not simply the reverse of assembly?

Dismantling uses the same infrastructure, but takes place under completely different organizational conditions. The team has been working for many hours, a part of the space may still be occupied, and the pressure of time often increases due to the requirements of the venue.

During assembly, the equipment arrives packed and organized. During the strike, many devices are disconnected in a short time and must return to the proper cases along with a complete set of accessories.

Additionally, there are dependencies between systems.

For example, the structure cannot be lowered until the area is prepared for such an operation. Power elements cannot be removed if they are still needed to safely complete other tasks.

The movement in the venue also changes. Cases are heading towards the loading dock, while some teams are still working at the stage.

A good load-out is therefore a separately planned logistical operation, not an assembly recreated from the end.

Return to the warehouse and equipment check

The logistical process does not end after closing the doors of the vehicle at the venue. After returning, the equipment needs to be unloaded, accounted for, and prepared for the next productions.

The check may include:

• checking completeness,
• identifying damages,
• checking cables and accessories,
• charging batteries,
• replenishing consumables,
• directing equipment to service,
• reorganizing the sets.

If the damaged device simply goes back on the shelf, the problem will only be discovered during the next check-out – often when there is significantly less time to react.

It is also important to account for small equipment. With a large production, it is much easier to notice the absence of a large device than a single cable, adapter, or bracket, but such shortages can later halt the launch of the entire setup.

The warehouse thus closes the cycle started during the assembly before the event.

What most affects the cost of logistics?

The cost of event technology logistics depends on a significantly larger number of factors than the distance between the warehouse and the venue.

The most important are:

• the quantity and weight of the equipment,
• the number and type of vehicles,
• the distance and travel time,
• the number of people needed for assembly and disassembly,
• the length of shifts,
• the availability of the loading dock and elevators,
• the distance of transport within the venue,
• the complexity of the systems,
• the schedule,
• the waiting time,
• the necessity to work at unusual hours,
• the length of load-in and load-out.

A good example is two events using the same set of technology.

In the first, the truck drives directly to the loading dock, cases reach the stage level, and assembly can start immediately. In the second, the truck stops far from the entrance, the equipment goes through one freight elevator, and access to the room is only possible during specific hours.

The equipment is the same. The number of kilometers may be similar. The amount of logistical work is, however, completely different.

Therefore, when comparing offers, it is worth checking whether transport, warehouse preparation, assembly, configuration, disassembly, and crew work are actually included. An analysis of what the offer of the company executing the technical event should include is helpful., instead of comparing only the final price of the equipment.

Summary

Transport, assembly, and disassembly of event technology create a complete logistical cycle: picking and check-out in the warehouse, packing, loading, transport, load-in, assembly, configuration, testing, event execution, strike, load-out, and re-check after return.

The most important practical conclusion is simple: logistics is not an addition to equipment rental – it is part of the technical production of the event.. Its quality affects the assembly time, the ability to conduct rehearsals, the efficiency of several crews, and the readiness of systems before the show starts.

Therefore, when planning transport and complete technical execution of the event, one must consider not only the equipment and distance but also the venue, transport routes, people, schedule, and interdependencies between individual technical departments.

Frequently asked questions