Event delivery plan: who, what, when, where & how.
The importance of an event delivery plan.
Imagine this - there’s only a few weeks until the day of the event. You’ve got a huge pile of equipment, stage props and event signage sitting in your office. And somehow, your event equipment needs to be transferred to the event site. How do you get it to the right place in the right way? You need to think about who is accepting delivery and responsibility for your order? What is being delivered? And where exactly it needs to go?
You need our Event Delivery Plan.
In this article, we walk you through the key questions you need to ask when creating an event delivery plan, to ensure your event is a success.
Rachella SAYS
“The trick is to think about all of this BEFORE event day. Too many event planners leave event deliveries to the last minute - and then panic!”
As you plan your deliveries, as yourself 5 questions:
Who is receiving?
What is being delivered?
Where is it going?
When will it be delivered?
How will it be delivered?
Who is receiving?
Who is accepting delivery and responsibility for your order? Understand the distinction between the ‘person the items are to be used by’ at the event, and the actual ‘person who will be there’ to receive it on delivery day.
Are you sending it to an established event venue? Include the name and title of the venue manager or coordinator with a note that it is to be used for your event*. Your event delivery plan should have detailed contact information for a successful delivery. And have you sent notification to the person receiving the delivery, along with a checklist of the items they will be receiving?
Ask for information from your event venue.
When you are dealing with an event venue, it’s easy to assume the person you are speaking to about your booking is the same person who will be receiving your event delivery. That’s not always the case. At some venues, they’ll have a separate day manager or loading dock manger. Don’t assume anything, ask for information from your event venue.
Extra few steps you can take to ensure your event gear gets to the right place:
Find out who is in charge on the actual day of your event - will it be different to your pre-event venue manager?
Know their exact working hours - you should double-check they will be available to receive your delivery if you’re not there.
Get their contact details - their email, mobile number and formal office address.
Add the contact details to your Event Contact List.
Get the contact details of a back-up contact person - know who is second-in-command if anything goes wrong.
What is being delivered?
Ensure you understand exactly what is being delivered. Understand how large your event delivery will be, or how heavy it might be, and ensure the event venue has sufficient space to store it until event day. List out the exact quantity, the size, and the weight (if heavy), of your items.
Have you checked that the venue has enough storage space or back of house area to hold the delivery?
Also consider this, perishable items such as food and flowers will need refrigeration or to be stored in a cool, dry place. Have you checked that you have access to the refrigerator and that storage is included in your venue hire charge? Check this information before you book your delivery and chat with your event venue manager to ensure it is all viable.
Where is it going?
Are you sending your event delivery to an event site or an event venue? An event venue with a specific address is much easier to communicate to couriers. Tell the courier if you have a specific loading dock they must access collector, or drop off, your event equipment. If your event is in a public park with a vague address and no specific drop off point, think about how you can best communicate with your courier?
There is a big difference between a specific delivery address of an event venue compared with an area of public parkland. In either case, it’s best practice to provide the courier with detailed instructions (and even a marked street map) of where exactly the delivery should go. Jot down the specifics of all the event equipment, decor and signage in your Event Delivery Plan.
When will it be delivered?
Too often the person booking the delivery forgets to inform the people receiving the delivery.
Have you told the venue manager when they can expect the deliver to arrive? While the majority of event items will be delivered on the day of the event, there will be items that arrive in the days prior. If you don’t properly communicate when your event gear will be delivered, you risk leaving it at the venue unattended, or worse, you courier driver might leave it all out on the street!
The restrictions of your venue may determine when you can book in deliveries. Check for specified event delivery and set-up times when working within a venue or when you are organising a stand or exhibit within a bigger event.
How will it be delivered?
Quite literally how will it arrive and be delivered to your event site? Will it be hand-carried by courier driver with a van? Is it a large delivery of event collateral that will be shrink-wrapped on a pallet?
Understand how your event equipment will be unloaded – will it require a forklift? If so, who will provide the forklift and who is licensed to drive it? Do you have a tracking number if it's coming by courier? Is there an after-hours mobile number to call someone if the delivery is delayed?
And keep in mind, even the most comprehensive plan can fall flat if it just sits in your head. A simple, yet comprehensive, Excel spreadsheet template such as our Event Delivery Plan Template in the Event Logistics - Template Bundle is all you need to get the job done right.
Wrap up.
When it comes to the successful execution of an event, having an Event Delivery Plan is crucial. This plan ensures that your event equipment, props, and signage reach the right place in the right way, avoiding last-minute panics and potential mishaps. By asking key questions about who is receiving the delivery, what is being delivered, where it needs to go, and when and how it will be delivered, you can create a comprehensive plan that covers all the important details.
Remember, effective communication with event venues and couriers, understanding the storage requirements and delivery logistics, and providing clear instructions are vital for a smooth delivery process. And to keep your plan organized and accessible, consider using a comprehensive Excel spreadsheet template like our Event Delivery Plan Template from the Event Logistics - Template Bundle. With a well-crafted Event Delivery Plan in place, you can ensure that your event equipment arrives safely and on time, setting the stage for a successful event.
WRITTEN BY RACHELLA THOMAS
Rachella Thomas is the powerhouse behind award-winning event consulting agency, Event Kit. With her 20+ years’ experience producing world-class events for high-profile clients and brands, Rachella has honed her skills to create a valuable resource for event planners looking to elevate their events. Her wealth of expertise has established Rachella as the go-to event consultant and mentor for aspiring event professionals and businesses alike.
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