Why Bump-In Is Always Slower Than You Think
No matter how experienced the event planner or how detailed the run sheet, bump-in almost always takes longer than expected.
It’s not because your lazy, disorganised, or under-skilled. It’s because bump-in is one of the least predictable parts of the entire event lifecycle.
This article breaks down why bump-in always blows out and how you can build timelines that protect your sanity, your team, and your event.
The Ideal vs The Reality
On paper, bump-in looks smooth.
You’ve listed every delivery, every task, every contractor arrival. You’ve stacked it all back-to-back with military precision.
But then reality hits. The truck’s late. The AV supplier’s stuck in traffic. The venue doors aren’t unlocked. There’s a power issue. Someone packed the wrong cable. And now you’re 90 minutes behind—before you’ve even started.
It’s not poor planning. It’s the nature of events.
Live environments are fluid. Unlike a studio shoot or office-based project, you’re relying on dozens of external variables: access points, permits, forklifts, wind, wifi, weather, contractors you don’t employ. Even the best-laid plans get tangled in the unpredictability of bump-in.
Why Timelines Often Fail Here
Here are some common reasons bump-in timelines fall short:
Optimism Bias: You plan for the best-case scenario. That’s not strategy—it’s hope.
Back-to-Back Bookings: When one task runs late, it delays everything else.
Underestimating Changeover Times: It takes time to reset a space between setups.
Too Many Moving Parts: Large events often have 15+ suppliers. Each one has their own internal timing and pressure points.
Lack of Buffer Zones: Without deliberate breathing room, you end up relying on luck.
Most timelines are built assuming that everyone shows up, has what they need, and completes the job on time. That’s rarely the case.
Strategies to Avoid Bump-in Blowouts
So what can you do about it? Here are some strategies to avoid bump-in blowouts:
Add Buffer Time Between Critical Tasks
Instead of jamming tasks together, create space between deliveries, setups, and rehearsals. Think 15–30 minute blocks, not 5-minute handovers.Stagger Arrivals Logically
Not everyone needs to arrive at 8am. Schedule key trades in waves, based on what’s actually achievable. This avoids congestion and improves focus.Over-Communicate Bump-In Details
The more information your vendors have, the less they’ll need to ask on site. Provide maps, dock info, vehicle clearance heights, parking instructions, and a detailed contact list.Have a Triage Mentality
Don’t try to fix everything at once. Prioritise what’s needed to keep progress moving. One delayed supplier shouldn’t stall the entire site.Plan for Contingency
What’s your backup if power isn’t live? If the furniture is late? If it rains? Build these conversations into your planning, so you’re not starting from zero when something goes wrong.
Bump-in isn’t just a logistical process. It’s a human one. People get tired. They forget things. They need clear instructions. They lose tools. They need to eat.
The best bump-ins have a leader who understands flow. Someone who can call the shots, shift priorities, and read the room. That leadership is just as important as the plan.
Final Thoughts
It’s an unfortunate reality for all event planners, that bump-in will almost always takes longer than expected. It’s not because we’re lazy, disorganised, or under-skilled. It’s because bump-in is one of the least predictable parts of the entire event lifecycle.
Bump-in is where you find out if your plan actually works. It’s where theory meets the real world. So build your schedule with honesty. Factor in the mess. Respect the unknowns. And trust that a slightly slower plan will get you to showtime in much better shape.
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Meet Your Mentor
Hey! I’m Rachella — founder of Event Kit and an Event Consultant with 25+ years of experience running world-class festivals and public events. I created Event Kit because I knew there had to be a smarter, less overwhelming way to plan pro-level events.
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